Job summary
To provide a comprehensive service dealing with subject access requests from patients, solicitors, other hospitals and outside agencies. Copying case notes, using hospital systems and ensuring that legislative timescales are adhered to.
Main duties of the job
Retrieval of paper case notes and location of missing paper case notes, using the hospital Isoft PAS system, to enable processing of requests for information and copy records from patients, solicitors, other hospitals and outside agencies in line with Trust policy ensuring legislative timescales are met.
Responsible for processing all associated documentation regarding appropriateness of requests, consent, application forms and identification checks ensuring that processes are consistent, transparent and legally compliant.
Liaise with outside agencies both written and verbally to obtain additional information and resolve queries in order to process applications. Liaise with Liverpool University Hospital when necessary.
Collate all requested information from both paper and digital case notes using the relevant hospital systems ensuring consent is obtained prior to release.
Photocopy and scan records as required.
Ensure all telephone enquires are dealt with in an efficient and confidential manner
Check the CRIS Radiology system and Radiology department for scans on application and arrange requests to the department for copies.
Provide advice and guidance where necessary in the area of subject access and 3rd party requests.
Maintain accurate and up to date records of all requests in the relevant department database DSAR, logbooks and maintain manual filing systems ensuring retention & destruction guidelines are met.
About us
The Walton Centre NHS Foundation Trust is the only NHS trust to hold dual accreditation for the Investors in People. We invest in people and we invest in wellbeing standards and have been awarded Gold status for both. The Walton Centre is a leader in the treatment and care of neurology and neurosurgery, placing the patient and their family at the heart of everything we do. As the only specialist hospital trust in the UK dedicated to providing comprehensive neurology, neurosurgery, spinal and pain management services we are proud to be rated as an Outstanding Trust by the Care Quality Commission (CQC), and champion change throughout the field of neuroscience. Originally formed in 1992, the Trust received Foundation Trust status in 2009.
With around 1,450 staff, The Walton Centre treats more than 127,000 outpatients and 18,000 inpatients each year. We have leading specialists and incredibly dedicated staff delivering excellent clinical outcomes for brain, spinal and neurological care nationally and internationally. Teams across our site in Fazakerley, Liverpool, offer a world-class service in diagnosing and treating injuries and illnesses affecting the brain, spine and peripheral nerves and muscles, and in supporting people suffering from a wide range of long-term neurological conditions.
Job description
Job responsibilities
Please see the job description and person specification document for detailed information about the job description for this vacancy
Job description
Job responsibilities
Please see the job description and person specification document for detailed information about the job description for this vacancy
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent.
- ECDL certificate or equivalent
- NVQ Level 3 or equivalent
Knowledge
Essential
- A good working knowledge of Information Governance principles and legislation
- Knowledge of the Subject Access process
Experience
Essential
- Previously worked in administrative role without the need for direct supervision
- Experience of a range of IT software packages including Microsoft office
- Experience of delivery of demanding and time restricted projects
- Experience of working and engaging with a variety of senior staff
- Some experience of working with provision of information at public/individual requests.
- Experience of office administration
- Ability to work under pressure and work to deadlines
Desirable
- Experienced iCS PAS user
- Experience working in a Medical Records dept.
Skills
Essential
- Time management skills
- Proven ability to achieve deadlines
- Excellent communication skills
- Ability to communicate at all levels
- Ability to work as part of a team and independently
- Ability to work using own initiative and methodically
- Excellent organisational skills
- Ability to analyse data
- Can deliver timely and accurate data whilst working under pressure
- Reliable and committed
- Professional approach to work and colleagues
- Able to develop good working relationships
- Ability to maintain confidentiality
- IT literate
- Flexible
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent.
- ECDL certificate or equivalent
- NVQ Level 3 or equivalent
Knowledge
Essential
- A good working knowledge of Information Governance principles and legislation
- Knowledge of the Subject Access process
Experience
Essential
- Previously worked in administrative role without the need for direct supervision
- Experience of a range of IT software packages including Microsoft office
- Experience of delivery of demanding and time restricted projects
- Experience of working and engaging with a variety of senior staff
- Some experience of working with provision of information at public/individual requests.
- Experience of office administration
- Ability to work under pressure and work to deadlines
Desirable
- Experienced iCS PAS user
- Experience working in a Medical Records dept.
Skills
Essential
- Time management skills
- Proven ability to achieve deadlines
- Excellent communication skills
- Ability to communicate at all levels
- Ability to work as part of a team and independently
- Ability to work using own initiative and methodically
- Excellent organisational skills
- Ability to analyse data
- Can deliver timely and accurate data whilst working under pressure
- Reliable and committed
- Professional approach to work and colleagues
- Able to develop good working relationships
- Ability to maintain confidentiality
- IT literate
- Flexible
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
