Access to Information Officer

The Access to Information Officer role provides a comprehensive, high level administrative and support service to the Information Governance Manager and wider team. The postholder will be responsible for handling Subject Access Requests and Freedom of Information requests and will assist in the handling of complex access cases.

At Innovate, we encourage all of our staff in their professional development. The postholder will be supported in developing their knowledge in a variety of areas, including current legislation, internal communications, and Information Governance incident management.

This role will be based at Warwick Hospital.

To act as the first point of contact for telephone and written enquiries from patients or their representatives, (i.e. solicitors, police, health professionals from other Trusts) requesting access to their medical records.

To identify and report to the Information Governance Manager any cases where the deadline is likely to be exceeded and contact the applicant by telephone or in writing to update them of the situation.

To obtain case notes, liaising with a wide range of staff in other departments (for example clinical and non-clinical staff) concerning Subject Access Requests to ensure records are returned in a timely fashion and ensuring case note location details are tracked on the Trust’s Patient Administration System, and to redact, as appropriate, any third-party references.

To identify the applicant’s information requirements, examine the case-notes and the Trust’s Patient Administration System to determine which health professionals need to be approached for permissions to be granted.

Innovate Healthcare Services is a joint venture company of South Warwickshire NHS Foundation Trust (SWFT) and George Eliot Hospital NHS Trust (GEH). We are a staff led company, with a mission to provide the best technology solutions and support to our Trusts.

Job Purpose

Responsibility for the efficient and timely processing of requests received from members of the public for Trust information in accordance with the Freedom of Information Act (FOI) 2000. To provide a comprehensive administrative support service to the Information Governance Manager. To work autonomously, prioritising own workload, referring to Line Manager for guidance on handling complex access cases or advice on the disclosure of information or any other aspects of the Access/FOI process.

Due to the nature of the work, this role is office-based at Warwick Hospital.

Key Duties
- To act as the first point of contact for telephone and written enquiries from patients or their representatives, (i.e. solicitors, police, health professionals from other Trusts) requesting access to their medical records.
- To identify and report to the Information Governance Manager any cases where the deadline is likely to be exceeded and contact the applicant by telephone or in writing to update them of the situation.
- To obtain case notes, liaising with a wide range of staff in other departments (for example clinical and non-clinical staff) concerning Subject Access Requests to ensure records are returned in a timely fashion and ensuring case note location details are tracked on the Trust’s Patient Administration System, and to redact, as appropriate, any third-party references.
- To identify the applicant’s information requirements, examine the case-notes and the Trust’s Patient Administration System to determine which health professionals need to be approached for permissions to be granted.
- To liaise with Radiology, Therapists and Out of Hospital Care departments to order copies of required X-rays and Physiotherapy notes if required.
- To confer, when necessary, with the IG Officer for guidance on handling complex access cases or advice on the disclosure of information or any other aspects of the access process.
- The post holder will ensure compliance, and conformance, with the FOI Act 2000 and related provisions through the implementation of SWFT’s FOI process by providing advice and assistance and responding to requests for information.
- The post holder will process FOI requests via the electronic system (Infreemation), being the first point of contact. The post holder will assist with compliance to the local FOI Policy and will provide support and guidance to staff on issues relating to Freedom of Information, as necessary.
- To notify the Information Governance Manager of any potential complaints against the Trust and liaise with PALS/Legal Department, Complaints regarding either access or FOI request cases.

**Communications and Working Relationships**:

- To regularly provide and receive complex and sensitive information: requiring tact and a high level of understanding, negotiation and empathy when dealing with patients, members of the public, relatives and solicitors.
- To liaise with all levels of the Trust regarding the progress of AHR and FOI requests as necessary.
- To undertake other duties as req