Access to Health Records Officer, Band 3

6 months ago


Gloucester, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

Access to Health Records Officer, Band 3 (20 hours a week)

PROCESSING ACCESS TO HEALTH RECORDS APPLICATIONS

1. Responsible within a team for co-ordinating and ensuring that all SARs are dealt with in an efficient and timely manner within the statutory timescales.

2. Creation, use and maintenance of databases/spreadsheets for logging of all SARs, ensuring accurate recording and clear and accessible audit trail of receipt and process of requests.

3. Responsible for processing all associated documentation regarding appropriateness of requests, authority to request, obtaining medical agreement to disclose, identification check of the requestor, and that these processes are consistent, transparent and compliant.

4. Responsible for checking requested information for content, accuracy, information of a sensitive nature, third party information, and that misfiled records are retrieved and replaced in correct records.

5. Ensure that processes are in place to retrieve records, make copies and disclose to requestor.

6. Where requests for deceased records do not meet legal criteria for disclosure, seek assistance of PALS team to assist the requestor.

7. Authorise release of records where appropriate, and where appropriate seek approval from line manager.

8. Ensure disclosure is made by protected electronic file transfer, secure post or other agree method.

9. Ensure correct storage, retention and disposal of all paperwork in accordance with the Data Protection Act 2018 and Trust policies.

Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.

Knowledge, Skills, Experience and Aptitude Required
- Demonstrable experience of working in an administrative role
- Experience of working in a health care environment is desirable
- Organisational skills and the ability to prioritise own work
- Ability to work as part of a team and on own initiative to set timescales
- Be focused on the need to provide timely responses to meet statutory deadlines and to take appropriate actions to foresee and mitigate delay
- Excellent verbal and written communication skills
- Working knowledge of Microsoft Office Programmes including: Outlook and Excel (basic)
- Knowledge of other hospital systems desirable including: Trak

Communications and Working Relationships
- Maintain daily contact with team colleagues to identify priorities and meet targets and deadlines.
- Regularly update line manager to highlight outstanding issues, potential areas of concern and problematic requests.
- To have regular contact with other Trust administrative staff, clinical colleagues of all grades, the PALS team, other Trusts, and solicitors. To liaise with Police, local authority legal team as required.

Mental and Emotional effort
- Potential access to sensitive information and photographs

Most Challenging Part of the Job
- Volume of work and prioritising short notice requests

Physical Effort and Working Conditions
- Concentration required to complete tasks accurately in an environment with frequent interruptions
- Use of a Visual Display Unit (VDU) on a daily basis and will be sitting at a desk for the majority of the day.



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