Job summary
We are looking to appoint a FOI and Access to Health Records Officer - 37.5 hours per week to work within the FOI and Access to Health Records Team.
To process a caseload of requests for medical records in line with the requirements of the General Data Protection Regulations (GDPR) and Health Records Act (HRA) 1990 to patients, third parties and other organisations and to liaise with the Criminal Injuries Compensation Board and Department of Work and Pensions in relation to requests for personal information.
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Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
Main duties of the job
1. To work within the team that processes medical records in line with the requirements of GDPR, Data Protection Act and the Health Records Act and also process Freedom of Information Requests.
2.To source the information required to respond to requests for information pursuant to the Freedom of Information Act (FOIA), liaising with services and departments across the Trust and provide this in a timely way to the Corporate Affairs Department.
3. To contribute to the wider Information Governance (IG) Agenda through forging links with Clinical Groups in order to raise the profile of IG and resolve issues and queries.
4. To provide administrative support to the FOI and Access to Health Records Manager.
*Please be advised that interviews for this role are sdue to take place WC 21st August.*
About us
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.
Job description
Job responsibilities
1. To act as the first point of contact for dealing with routine enquiries and take appropriate action as necessary, liaising with others as appropriate.
2. To process requests for information at all times in line with the departmental Protocol and thereby ensure compliance with the 30-day time limit imposed by GDPR and the Data Protection Act 2018, for disclosure of medical records/x-rays.
3. To escalate and seek advice in relation to complicated and/or unusual requests to ensure that the Trust remains compliant with all statutory requirements.
4. To utilise the Trusts electronic systems and liaise with staff across the Trust to collate the information required, as requested.
5. To use the communication systems for staff, patents and/or external sources using appropriate communication tools.
6. To be responsible for maintaining electronic and manual filing systems and updating databases as required ensuring all documents are accurately and appropriately archived.
7. To track records through the computerised systems and update the hospital system as appropriate.
8. To type letters and distribute to relevant individuals
9. To assist with training new team members in operational trust systems and department procedures.
10. To be responsible for ordering stationery and other equipment whilst monitoring and maintaining stock levels.
11. To be responsible for the dissemination of all relevant information to departments. (eg: requests from the Criminal Injuries Compensation Authority (CICA), Department for Work and Pensions, Police Authorities and Councils).
12. To collate information as required providing medical records and statement requests required by the police and coroner departments.
13. To undertake filing and photocopying as necessary ensuring that all documents are accurately and appropriately archived. Taking copies of x-rays using specialist equipment.
14. To maintain an efficient and comprehensive clerical service providing support to the department and other team members as requested.
15. To prioritise daily tasks to achieve timescales set.
16. To act as first point of contact for complaints within the department, dealing with them accordingly and in line with Trust policy.
17. To collate, input and monitor departmental documentation and information to assist with the productions of monthly reports for the department
For further details of the role please see the attached job description.
Job description
Job responsibilities
1. To act as the first point of contact for dealing with routine enquiries and take appropriate action as necessary, liaising with others as appropriate.
2. To process requests for information at all times in line with the departmental Protocol and thereby ensure compliance with the 30-day time limit imposed by GDPR and the Data Protection Act 2018, for disclosure of medical records/x-rays.
3. To escalate and seek advice in relation to complicated and/or unusual requests to ensure that the Trust remains compliant with all statutory requirements.
4. To utilise the Trusts electronic systems and liaise with staff across the Trust to collate the information required, as requested.
5. To use the communication systems for staff, patents and/or external sources using appropriate communication tools.
6. To be responsible for maintaining electronic and manual filing systems and updating databases as required ensuring all documents are accurately and appropriately archived.
7. To track records through the computerised systems and update the hospital system as appropriate.
8. To type letters and distribute to relevant individuals
9. To assist with training new team members in operational trust systems and department procedures.
10. To be responsible for ordering stationery and other equipment whilst monitoring and maintaining stock levels.
11. To be responsible for the dissemination of all relevant information to departments. (eg: requests from the Criminal Injuries Compensation Authority (CICA), Department for Work and Pensions, Police Authorities and Councils).
12. To collate information as required providing medical records and statement requests required by the police and coroner departments.
13. To undertake filing and photocopying as necessary ensuring that all documents are accurately and appropriately archived. Taking copies of x-rays using specialist equipment.
14. To maintain an efficient and comprehensive clerical service providing support to the department and other team members as requested.
15. To prioritise daily tasks to achieve timescales set.
16. To act as first point of contact for complaints within the department, dealing with them accordingly and in line with Trust policy.
17. To collate, input and monitor departmental documentation and information to assist with the productions of monthly reports for the department
For further details of the role please see the attached job description.
Person Specification
Qualifications
Essential
Experience
Essential
Desirable
Knowledge
Essential
Desirable
Skills
Essential
Person Specification
Qualifications
Essential
Experience
Essential
Desirable
Knowledge
Essential
Desirable
Skills
Essential
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).
