Access Services Co-ordinator

Job description

Job responsibilities

The post holder is responsible for the day to day management of the Access to Health Records requests (for live and deceased patients) received by the Trust from a variety of sources, ensuring that they are accurately processed. Whilst undertaking the role the post- holder must strictly follow all relevant North West Anglia NHS Foundation Trust (NWAFT) policies/procedures and have knowledge of the legal aspects to ensure that all legal obligations are met.

To use the Subject Access Request Portal (AMS) to identify and action requests for access to patient records from various sources.

To use a wide range of Trust computer systems to confirm that the information requested is held by the Trust.

To be responsible for ensuring that copies of all appropriate identification or consent forms are received with each request, and to contact requestor for any missing documents.

To be responsible for recording and acknowledging all requests (documenting action taken in case of future query) working methodically and efficiently to ensure all agreed deadlines are met.

To be responsible for processing requests for information when patients have been transferred to another NHS organisation.

To be responsible for logging other types of requests for information, for example:-

• Benefits forms that require dates only are completed within the department and returned.
• Benefit forms that require more detailed medical information are logged in AMS and forwarded to the relevant medical staff for completion.

To ensure all work is carried out in accordance with all relevant Department/Trust policies and procedures.

To ensure all legal obligations are met taking into account the requirements of the following:-

• General Data Protection Regulation 2018
• The Data Protection Act 2018
• The Freedom of Information Act 2000
• The Access to Health Records Act 1990
• The Access to Medical Reports Act 1988

To utilise the following resources to ensure updated recommendations made by the Department of Health are adopted where appropriate:-

• Department of Health : Records Management NHS Code of Practice
• Department of Health : Guidance for Access to Health Records Requests
• Department of Health : Confidentiality NHS Code of Practice

Person Specification

Essential

Essential

• oGCSE English and Maths or equivalent
• oPrevious experience of working within an administrative or clerical role within the NHS or similar large organisation
• oPrevious Access to Health Records Experience (or similar)
• oUnderstanding and application of Records Management rationale including the Caldicott Principles
• oKnowledge of the General Data Protection Regulation (GDPR) Act/Data Protection Act 2018 and Access to Health Records Act 1990
• oExcellent attention to detail oOrganisation and motivational skills oExcellent prioritisation skills oInitiative and ability to be able to prioritise own workload and that of others effectively, efficiently and unmanaged oAbility to communicate effectively at all levels oGood telephone manner
• Excellent written and verbal communication skills oKeyboard skills oAnalytical skills oExcellent interpersonal customer care skills o

Desirable

• oA team player able to work well with others and demonstrate commitment to team objectives
• oAbility to work with colleagues and staff at all levels within the hospital environment
• oAble to demonstrate behaviours consistent with the Trusts Values and Behaviours

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.

Employer details

Employer name

North West Anglia NHS Foundation Trust

Address

Peterborough City Hospital

Bretton Gate

Peterborough

PE3 9GZ

Employer's website

https://www.nwangliaft.nhs.uk/ (Opens in a new tab)