Health Records Access Co-ordinator

The post holder will undertake the processing of access to health records requests as defined by the Data Protection Act 2018 and the Access to Health Records act 1990 on behalf of all Departments within the Royal Wolverhampton NHS Trust (including Primary Care Services). This will include requests from patients and their representatives, including Solicitors, and other agencies such as the police, social services, Coroners Office, courts, and other hospitals. Requests will be processed in accordance with OP07 Health Records Policy, OP85 Information Sharing Policy and Departmental Standard Operating Procedures, to ensure Subject Rights Requests and other types of patient information requests are processed in line with the Trusts statutory responsibilities. The Post holder will have a good understanding of information governance, data protection and Caldicott principles, to ensure that patient data is appropriately processed, and confidentiality is always maintained.
There will be a requirement to access and navigate various electronic systems to identify and extract relevant patient information. Staff will be required to demonstrate a level of initiative in organising their own workload and taking decisions and actions within clearly defined limits. To ensure all requests are reviewed in its entirety in a timely manner using judgment taking into account a range of facts to determine the appropriate statutory due date, the complexity of the individual case and prioritising own workload accordingly. Receiving, processing, and disclosing highly sensitive and graphic confidential information which often contains distressing images and reports, for example safeguarding information, child protection medicals, clinical images etc.
To be responsible for searching for and collating specified information from other departments, both locally and externally, including but not limited to: District Nursing, School nursing, Community records, Health visitor, Physiotherapy, Social Care, Sexual Health, Orthotics, Foot Health Records, Maltings, Maternity Service, Histopathology, Audiology etc To have knowledge of and be responsible for accessing the following computer systems, taking care with LIVE systems, and compiling & preparing electronically held data. Systems including, but not limited to: PAS, Clinical Web Portal, OneTrust, IEP, EPMA, EMIS, Docman, ADASTRA, Clinical Photography and Radiology Systems etc. Locate paper based historical records, including microfilm and records archived off site, liaising with other departments that hold separate records to ensure a complete set of information is collated. To be responsible for accurately scanning and copying manual records, ensuring they are error free and legible.
To obtain written approval to disclosure from the relevant Consultant, GP or other Healthcare Professionals in relation to the care and treatment of the patient concerned, to ensure there are no concerns in relation to the disclosure of the requested information and to escalate as required when concerns are raised or relevant exemptions are required. To ensure that all 3rd party data, which identifies persons other than the patient (with the exceptions of relevant health professionals) has been redacted prior to release. To be responsible for reviewing requested data and referring to safeguarding or for clinical input where particularly sensitive information is included within the requested documentation. To escalate any delays in obtaining records/information from other departments which may lead to delays and breaches of statutory deadlines.
To liaise with the Legal Services Department and collate records as requested for litigation cases, referring any requests where legal action is intended against the Trust to Legal Services for processing. To request access audit trails of systems as required, redacting personal information as appropriate, and escalating any identified illegitimate access. To be responsible for completing benefit request forms, for example Personal Independence Payment forms, with information held on the Patient Administration System and returning to the Department of Work and Pensions. To work from home as and when required, in line with the needs of the service, adhering to the Trusts confidentiality policy.
To undertake any tasks relevant to the work of a Health Records Access Team Facilitator which develop as a special requirement of the department. To cover in the absence of colleagues as required. On occasions staff may be required to lone work therefore will required to follow the lone working policy and procedure. To be responsible for the security of health records within the department, adhering to the clear desk policy implemented within the HRAT Office, ensuring all patient data is filed away at the end of every working day To accurately input and update patient information onto the electronic Patient Administration System if required.
Responsible for arranging the internal