Subject Access Request Clerical Officer

at  Portsmouth Hospitals University NHS Trust

Company Description
Here at Portsmouth Hospitals University NHS Trust, we are proud to provide expert, compassionate care for our local population. We are ranked as the third in the country for research, embedding education and training across the organisation. Our main hub is the Queen Alexandra Hospital, which is one of the largest hospitals on the south coast employing over 8,700 staff.
Our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds because it makes our hospital stronger. If you share our values and our enthusiasm for getting it right for patients, colleagues, and our community, you will find a home at Portsmouth Hospitals University NHS Trust

THIS POST IS ONLY OPEN FOR APPLICATIONS FOR INDIVIDUALS EMPLOYED WITHIN THE HAMPSHIRE AND ISLE OF WIGHT NHS CARE SYSTEM

Organisations within scope are as follows:

• Hampshire and Isle of Wight Integrated Care Board
• Southern Health Foundation Trust
• Portsmouth Hospitals University NHS Trust
• University Hospital Southampton
• Solent NHS Trust
• South Central Ambulance Service
• Isle of Wight NHS Trust
• Hampshire Hospitals

Job Description

Job Summary:

• To process all Subject Access Requests received
• Knowledge and understanding of Subject Access policies and procedures, Data Protection Act 2018/ GDPR, Access to Health Records 1990, and Freedom of Information Act 2000 as per Trust policies.
• To ensure all requests are handled within legislated timescales while providing a complete, confidential, and friendly administrative service.
• Effectively communicate with patients and healthcare professionals in relation to the Subject Access Request.
• Support and assist in the training of new staff in own role.
• Use multiple data sources and computer systems to compile health records to fulfil Subject Access Request and redact where necessary.
• Work flexibly to meet the needs of the service.

• To process “Access to Health Records” request processes as per Trust policy and processes.
• To follow all appropriate guideline procedures in obtaining patient consent and health professional agreement prior to disclosure.
• To ensure the SAR spreadsheet/data collection is maintained to a high standard of completion.
• To support the development of staff in own role to maximise their contribution to the service.
• Responsible for coordinating all requests for access to health records are dealt with in an efficient and timely manner within the set timescales.
• Responsible for escalating non-responses and any queries outside the remit of this role as per guidance and processes.
• Follow mechanisms to retrieve records, copy records and to liaise with multi-disciplinary staff where the need arises regarding disclosure.
• To use multiple data sources and computer systems to compile the health records to fulfil the SAR request and redact information where necessary.
• Process appropriate documentation from Department of Social Security, War Pension and Department of Work and Pensions.
• Responsible for ensuring the processing of all associated documentation regarding appropriateness of request, photocopying, consents, and identification checks ensuring that processes are consistent, transparent, and legally compliant.
• To manage incoming calls, dealing with solicitors, police, patients, and the public in a calm professional manner and treating them with dignity and respect at all times.
• Be able to recognise the need to modify and adapt methods of communication to account for the differing needs of patients and callers especially in stressful and difficult situations e.g., bereaved caller.
• Communicate internally with Legal Services, IG team and staff at all levels within the organisation in relation to the commencement and processing of SAR requests that are potential negligence claims.
• Handling of sensitive material, police requests, court orders, dealing with bereaved relatives and patients with mental health issues in a calm and respectful manner.
• Prioritise and organise own workload and duties, review urgent work and plan/adjust workload accordingly to ensure agree/statutory timescales are met.
• To ensure regular and effective communication and with the line manager, including escalations and to seek advice as required.
• To undertake any other duties commensurate with this banding as required by the Trust.
  Additional Information
  The health and wellbeing of our staff is at the forefront of everything we do. We are proud to be able to offer our staff some fantastic benefits including our on-site Nursery, access to our free Beach Hut for those long summer days, our on-site Wellness Centre including a gym and a swimming pool, access to our fantastic staff networks including LGBTQ, Race Equality and DisAbility, and awards ceremonies to recognise your achievements. We believe we can offer support to all of our staff when they need it the most.
  We welcome the unique contributions that you can bring in terms of your education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, colour, religion, disability, sexual orientation, and beliefs