Request for Information (RFI) Administrator

Job description

Job responsibilities

Overall responsibilities

To learn and have a working knowledge of all systems that hold medical records as well as the PAS and EDMS system.

To understand the paper records filing system in order to locate and chase paper records.

To understand the hospital lay out in order to find paper records from around the Trust and / or Group as appropriate.

To scan records in where necessary for urgent requests.

To supply all appropriate records as the request stipulates and in line with patient consent. Finding records whether paper or electronic on various systems.

Use Power PDF software to combine, redact and administer records appropriately

Use AMS software to send records by a secure means to the authorised requester.

To manage FOI requests following the FOI end to end process in logging, receipting, checking, processing and drafting FOI responses

To be familiar with all types of requests coming into the office, checking all requests for authenticity, accuracy of information, the type of request and deadline.

To prioritise your workload in view of urgent requests that may come in, working collaboratively with your colleagues.

To discern difficult requests involving safeguarding matters and to seek advice on the redaction and disclosure of these as appropriate.

To be aware of new requests received by e-mail, post, on AMS portal or by phone throughout the day.

To prioritise and to react to urgent short notice requests from the police, courts, coroner or other healthcare providers with support from your team and the access team leader as necessary.

To pass on requests to litigation and radiology as appropriate.

To be able to work in an organised manner, working simultaneously on several requests.

To have an eye for detail, to check for completeness and correct details on all documents for relevant information, errors and misfiles.

To understand what to redact in terms of third-party information and to remove it conscientiously, taking advise from RFI Officer as appropriate.

To be constantly aware of statutory deadlines and work to those deadlines diligently, supplying information in a timely manner.

To respond to delays in the process and work to resolve issues making the RFI Officer aware of problems when they arise.

To employ strong communication skills with patients and relatives, being able to undertake complicated conversations in relation to access to health records, employing patience and understanding where there may be a language barrier, impairment, illness, bereavement, frustration or emotional distress.

To communicate effectively with Trust and / or Group colleagues and outside agencies in a professional, kindly manner.

To be able to apply the principles of Data Protection and the laws around access to standard requests, with support from the RFI Team Leader or RFI Officer if the request is complex or unusual.

To ensure patient confidentiality at all times, taking care not to divulge personal information to anyone who does not have the right-to-know and to keep all information secure, taking care only to transmit information by a secure means in line with Trust and / or Group policy to those who have a right to the information by law.

To have a flexible and positive attitude to changing and improving practices.

To contribute to the smooth running of the office putting forward ideas for improvement.

To be open to ideas from others.

To work as a team as well as being able to prioritise own workload.

To buy into a no blame culture in order to learn from mistakes as a team.

To report any breaches of confidential information on the Datix reporting system.

To identify the appropriate patients and log all requests for information on the appropriate access database.

To take a systematic approach to working through the request from receipt to completion. Keeping an auditable record of progress with accurate details for each request.

Scanning in paper requests/queries and saving all correspondence appropriately.

To be aware that patients and public can request all their information, including our e-mails and other Trust correspondence which must be retained, retrievable and produced to a professional standard.

To help, train and support new members of staff, including bank staff, working alongside them, sharing knowledge and experience to further their development.

Supporting each other and the Team as a whole by showing commitment to aiding and covering for RFI colleagues. Recognising priorities outside of a specific area of responsibility and being able to multi-task between different types of request from all requesters.

To react to requests such as court orders, child protection cases and DPA exemption police requests, with support from your line manager as necessary.

To read and apply all policies relevant to the role.

To contribute to your own professional development, undertaking all mandatory training and taking part in appraisals and performance assessments.

To adhere to the core Trust values.

To undertake any reasonable tasks as directed by the line manager.

Workforce

To provide advice and guidance to staff members as and when requiredin respect of RFI

To ensure patient confidentiality at all times

To undertake trainingrelevant to RFI

Other

Maintain the security of the IT department and RFI Office

support with other routine duties as delegated by the RFI Officer or RFI Team Leader

occasional requirement to contact data requestors to obtain clarification on requests

support the RFI Manager when responding to complaints in relation to requests for information via the Information Commissioners office or the public.

support the development of existing and new systems to continually improve the service

Partnerships

The postholder will develop and maintain good working relationships with DSP Team colleagues and key team members in cross working teams including Clinical Governance, Litigation, PALS and complaints.

The postholder will be able to communicate effectively and articulately with members of public, and be a key contact for the group for external organisations including the Police, Coroners office, solicitors, insurance companies and other Health Care organisations as and when necessary.

The postholder will be expected to work as necessary across the Group however will primarily undertake duties at their associated Trust.

Person Specification

Educations, Training and Qualifications

Essential

• Educated to Level 3 NVQ or equivalent level of education or experience
• Proven IT Skills

Knowledge and Experience

Essential

• Knowledge and understanding of the FOI Act, Data Protection Act 2018, Access to Health Records Act and the UK General Data Protection Regulation
• Experience of working in the NHS

Desirable

• Proven team worker

Key Competencies/Personal Qualities and Attributes

Essential

• Reliable and trustworthy
• Concentration and dealing with interruptions in a professional manner
• Able to cope with frequent and prolonged use of VDU screen, keyboard and mouse

Desirable

• Self-motivated

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Kettering General Hospital NHS Foundation Trust

Address

Cytringan House, Kettering General Hospital

Robinson Way

Kettering

NN16 8PT

Employer's website

https://www.kgh.nhs.uk/working-for-us (Opens in a new tab)