JOB SUMMARY:

To provide a professional administrative service within a team dedicated to meeting stringent time scales as set out in the GDPR Act 2018 and Access to Health Records Act 1990, on producing copy records for Personal and Medico-Legal purposes. Effective and efficient patient administration supports management through a high standard of data quality and by making the best use of capacity and resources.

YOU’LL HAVE THE FOLLOWING SKILLS/EXPERIENCE:

Experience Required: NHS experience
Strong admin experience.

KEY DUTIES AND RESPONSIBILITIES

• Provide a complete administrative service including word processing, filing and photo-copying
• Pull records from main library as necessary
• Request records from secretaries and other holders of the health records as needed
• Sort and distribute incoming mail
• Ensure a complete audit trail is maintained by updating database on all Personal and Subject Access requests
• Prioritise workload daily to ensure timescales are met
• To be able to communicate effectively using good verbal and written skills at all levels with other colleagues, health professionals and the public
• Ability to meet the physical demands that are needed in this very busy department
• To prioritise, recognise and liaise with Head of Legal Services on more complex enquiries if necessary
• Assist the Legal Services team based at the John Radcliffe in the retrieval of Health Records across the Trust and ensure the safe delivery of these
• Attend training on the GDPR and Access to Health Records Acts, to update skills as these evolve and change
• Maintain the health record as per the instructions of the health records policy
• Assist with audits as requested by the Legal Services Office Manager
• Comply with the requirements of the GDPR, Access to Health Records Act and legislation issued in relation to confidential data
• Assist colleagues throughout the department in providing a reasonable cover of the work of absent colleagues when necessary
• Provide comments / suggestions to the Legal Services Office Manager on working practices with the aim to continually improve and actively contribute towards improved service delivery
• Provide a professional service in assisting colleagues within and outside of the Trust in matters relating to correct access of records for Subject Access Requests
• Check and complete insurance claim forms and forward on to patient or company as appropriate
• Check and log all new Subject Access requests under the appropriate acts - GDPR & Access to Health Records – following appropriate guidelines on the completion and timescales of these requests
• Assist Legal Services – when requested by the Legal Services Office Manager – with enquiries relating to patient information following the rules and guidelines of the GDPR & Access to Health Records Acts where enquiries are made from various Police Forces, social services departments, and Coroner’s Offices
• Ensure requests for copies of records for continuing care needs are dealt with in a timely manner
• Ensure requests from Ombudsmen’s office are dealt with as a priority and in the appropriate time frame
• Responsibility for stock control within administrative area
• Use of Trust’s Procurement Systems for the ordering of stationery and consumables as required by the Legal Services team
• Ensure that a form of authority or appropriate ID documentation has been provided for all Subject Access / Access to Health Records requests
• Proofread all scanned and electronically downloaded records, prior to disclosure, and redact as appropriate, in line with legislation and in consideration of sensitive materials and the risk of third-party harm
• Seek authority from treating clinicians to disclose sensitive data to patients / third party requesters
• Use secure e-transfer for the disclosure of scanned and electronic records where possible, to minimise carbon footprint, in line with Trust Policy. Manage the retention and destruction of paper requests, in line with legislation