Subject Access Request Co-ordinator

4 months ago

London, United Kingdom London North West University Healthcare NHS Trust Full time

The Subject Access Team is a friendly team that works as part of the Information Governance Team. The team manage requests for information under the UK GDPR Right of Access. The position involves team liaison across the Trust and with third parties such as the Police and Solicitors to ensure that requests for information are completed within statutory timeframes. The position is site based and would require onsite working. The team are primarily based at Ealing Hospital but would consider staff working on other sites. We are happy to accommodate some flexibility with working patterns.

Log new requests for information on Datix.

Request and download records, checking the integrity of records and redacting information that is exempt under the Data Protection Act 2018.

Ability to interrogate multiple systems that contain records and extract appropriate data to fulfil requests.

Ability to work to deadlines and complete requests within one calendar month statutory timeframe.

Ability to deal effectively with all types of requests or complaints which can be sensitive from wards and departments.

Ensure all telephone enquiries are answered appropriately.

Good customer service skills.

Deputise for the SAR team leader in their absence.

London North West University Hospital's Trust is a diverse, friendly and welcoming Trust offering a multitude of services across three main sites in North West London. The Trust employs over 10,000 staff, with almost 1 million patient contacts every year. The Trust HEART values of Honesty, Equity, Accountability, Respect and Teamwork are integrated into everything we do. The Trust places great emphasis on the wellbeing of their staff in the workplace and has invested in psychological and physical wellbeing activities. which make the Trust a great place to work.
- All Solicitor and Police requests should be logged, recorded and updated on Datix Rich Client Database separately, keeping it up to date and closing requests when records are posted.
- Log and update Datix Rich Client on each request, keeping it up to date and closing when records are posted.
- Ensuring the integrity of medical records by redacting, checking all electronic systems available including, Epro, Gcis, Symphony, System1, Ice, PAS, and other services where paper records may be kept separately.
- Monitor the Subject Access service, checking all requests are dealt with and all phone requests are dealt with and closed.
- All Solicitor and Police requests should be recorded on Datix Rich Client Database separately.
- Monitor the one calendar month time frame and escalate any request that is due to breach.
- Ensuring there is an adequate workforce at all times to meet operational needs and arranging cover where appropriate through the day to day management of the service.
- Be a point of contact for Subject Access queries working across divisions to ensure the service is reactive to service needs and where to escalate a request.
- Maintain equal workloads amongst the team and staff any shortfalls accordingly.
- Deal effectively with all types of requests or complaints which can be off a sensitive nature from wards or other departments.
- Follow the clinical incident reporting process where necessary.
- Ensure all telephone enquiries are answered appropriately with good customer service.
- Ensure the integrity of the health records copied and scanned is in order.
- Maintain patient confidentiality by ensuring that the patient records entrusted to the post holder are not left unattended.
- Ensure relevant policies and procedures are followed and alert other staff to these if not followed.
- Communicate with other departments across sites, maintaining key working relationships.
- In conjunction with the Information Governance management, follow staff assessment and training programmes.
- In conjunction with the Information Governance management action the performance management or disciplinary policy when there is an area of concern regarding an employee’s conduct or capability.
- In conjunction with the Information Governance management follow any appropriate Trust recommendations in particular the IG Toolkit standards, and CQC reviews.
- Deputise for the Subject Access Team leader during times of absence.
- Train staff on operational process to ensure SARS processes and procedures are always followed.
- Ensure staffs undertake mandatory training in accordance with requirements on ELMS or other approved trust training programmes.
- Support line management with service or systems changes as deemed appropriate by the trust.
- Postholder must be able to resolve problems in a professional manner and review operational issues looking and investigate as appropriate and escalate if necessary.

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