Job summary
The Information Request Handler will work within the Records Management team, with the responsibility of ensuring all Subject Access Requests (SARs) under the UK General Data Protection Regulation (GDPR), Data Protection Act 2018 (DPA18) and Access to Records Act 1990 are dealt with appropriately and within designated timescales.
The post holder will liaise with the PALS, Clinical Services and Corporate Teams, providing assistance and advice in complex subject access requests and maintaining an accurate database on the processing of the Trust wide access to records requests.
Main duties of the job
To coordinate the processing, collating and revision of all Information Requests from patients, relatives, solicitors, Police, staff, Benefits Agency, NHS providers etc. updating the Trust's database and maintaining this as a live record at all stages, ensuring that those involved are contacted and informed at key stages.
About us
The Information Governance and Records Team provides expert advice and assurance to ensure the Trusts IG function is monitored and managed to the highest standards of best practice and in accordance with our statutory and legislative requirements.
Job description
Job responsibilities
To use experience in the application of the access provisions of legislation when processing information requests.To process all personal Information Requests and coordinate the disclosure of the records in compliance with relevant legislation, Trust policy and procedures, advising applicants of their rights, application requirements and procedures.Responsibility for the safe creation, identification, storage and handling of electronic information in fulfilment of a request.Responsibility for the safe management, storage and handling of physical information retrieved in fulfilment of a request.To liaise with teams/departments as a subject matter expert to process all Information Requests, preparing appropriate and well written correspondence, including the Incidents Team, Complaints Team and the Legal Services Team, to assist the Information Assurance Officers with high profile cases.To work autonomously managing requests without supervision, including choosing and identifying appropriate responses and routing to resolving groups.To engage with healthcare professionals to support the provision of clinical opinion.To review and advise on the redaction proposed by healthcare professionals.To be able to constantly re-prioritise workload with fluctuating volumes of work whilst ensuring accuracy and compliance with timelines.To maintain and produce data to support accurate reporting.To deal with enquiries and concerns and provide advice and guidance on all Information Requests matters to senior management, clinical staff, and requestersTo identify high risk Information Requests potentially going to a complaint, claim or to the Information Commissioners Office and take appropriate action and advise senior management.To manage complex, sensitive or contentious matters involving special category data, and implement remedial actions where required.To use systems such as Ulysses RFI, Microsoft Office Suite (Word, Excel) and the Trust's EPR system for processing requests, reports and letters, and other relevant NHS IT Systems.To be skilled in the application and use of redaction tools such as Adobe Professional.To provide an on-site records management capability to other Trust departments, as part of the Records management team, including management of collections and deliveries of time-sensitive letters and archive boxes.To be competent in scanning large documents to formal archival standards.To print and manage large volumes of information, including use of binding and laminating equipment when necessary, including logistics for collection and onward routing.To advise Clinical Services on the procedure of disclosing records to other health providers for continuance in careTo provide evidence and reports to Information Assurance Officers on compliance as requiredTo assist and advise the Information Assurance Officers in reviewing and implementing Subject Access Requests procedures, ensuring compliance with the law.To assist the Information Assurance Officers with the provision of the Access to Records Training and cover as requiredTo travel to other sites if required to facilitate records-based activity such as indexing or training in archiving.To have an ability to focus and concentrate on records for sustained periods of time whilst maintaining accuracy and meeting quality standards.To use a Visual Display Unit in the office environment and display advanced skills and proficiency in typing and the use of Microsoft Windows.
Job description
Job responsibilities
To use experience in the application of the access provisions of legislation when processing information requests.To process all personal Information Requests and coordinate the disclosure of the records in compliance with relevant legislation, Trust policy and procedures, advising applicants of their rights, application requirements and procedures.Responsibility for the safe creation, identification, storage and handling of electronic information in fulfilment of a request.Responsibility for the safe management, storage and handling of physical information retrieved in fulfilment of a request.To liaise with teams/departments as a subject matter expert to process all Information Requests, preparing appropriate and well written correspondence, including the Incidents Team, Complaints Team and the Legal Services Team, to assist the Information Assurance Officers with high profile cases.To work autonomously managing requests without supervision, including choosing and identifying appropriate responses and routing to resolving groups.To engage with healthcare professionals to support the provision of clinical opinion.To review and advise on the redaction proposed by healthcare professionals.To be able to constantly re-prioritise workload with fluctuating volumes of work whilst ensuring accuracy and compliance with timelines.To maintain and produce data to support accurate reporting.To deal with enquiries and concerns and provide advice and guidance on all Information Requests matters to senior management, clinical staff, and requestersTo identify high risk Information Requests potentially going to a complaint, claim or to the Information Commissioners Office and take appropriate action and advise senior management.To manage complex, sensitive or contentious matters involving special category data, and implement remedial actions where required.To use systems such as Ulysses RFI, Microsoft Office Suite (Word, Excel) and the Trust's EPR system for processing requests, reports and letters, and other relevant NHS IT Systems.To be skilled in the application and use of redaction tools such as Adobe Professional.To provide an on-site records management capability to other Trust departments, as part of the Records management team, including management of collections and deliveries of time-sensitive letters and archive boxes.To be competent in scanning large documents to formal archival standards.To print and manage large volumes of information, including use of binding and laminating equipment when necessary, including logistics for collection and onward routing.To advise Clinical Services on the procedure of disclosing records to other health providers for continuance in careTo provide evidence and reports to Information Assurance Officers on compliance as requiredTo assist and advise the Information Assurance Officers in reviewing and implementing Subject Access Requests procedures, ensuring compliance with the law.To assist the Information Assurance Officers with the provision of the Access to Records Training and cover as requiredTo travel to other sites if required to facilitate records-based activity such as indexing or training in archiving.To have an ability to focus and concentrate on records for sustained periods of time whilst maintaining accuracy and meeting quality standards.To use a Visual Display Unit in the office environment and display advanced skills and proficiency in typing and the use of Microsoft Windows.
Person Specification
Qualifications
Essential
- NVQ level 3 in business admin or an information related subject, or minimum of 2 years relevant experience
Desirable
- Educated to A level, or equivalent ideally in an information related subject
Knowledge
Essential
- General knowledge of NHS, Information Governance, Caldicott requirements and patient confidentiality issues
- Experience of working within the healthcare sector
- Practical experience of Subject Access Request process including strategies, policies and procedures
Person Specification
Qualifications
Essential
- NVQ level 3 in business admin or an information related subject, or minimum of 2 years relevant experience
Desirable
- Educated to A level, or equivalent ideally in an information related subject
Knowledge
Essential
- General knowledge of NHS, Information Governance, Caldicott requirements and patient confidentiality issues
- Experience of working within the healthcare sector
- Practical experience of Subject Access Request process including strategies, policies and procedures
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).
