Subject Access Request Administrator

Job summary

The Health Records Department consists of six core services based over three sites, and serves all Directorates and our patients.

We are a dynamic diverse team of over one hundred staff, where patients and records always come first. We maintain a large library of over one million patient records to a high standard, from creation, scanning, validation, to destruction and everything in-between. Our team are enthusiastic and supportive of removing the need for paper, and have accepted the huge challenge of scanning all paper records so they are available at the point of care for our patients.

We are a growing subject access request team efficiently striving for an excellent patient experience, ensuring all patient Healthcare records are validated, scanned and disclosed to the data subject (patient), or to a third party (on behalf of the patient e.g. solicitor etc.) within 30 days of a request. In the role you will be managing the day to day core administration tasks, ensuring queries are dealt with in an appropriate manner and to agreed standards.

At present we have the following vacancy:

• Paddock Wood Health Records
  • Full time position: 37.5 hours per week (this may include Saturday working on a rota system, working pattern will not exceed a 5-day working week)

OR

• • 2 x Part time positions: 15-20 hours per week (this may include Saturday working on a rota system, working pattern will not exceed a 5-day working week)

Main duties of the job

Full details of the main duties are provided in the job description.

• To maintain the generic Subject Access Request email account. To answer queries professionally, transfer queries to the relevant person or department.
• To manage all post received into the Subject Access Request team, and action accordingly.
• To maintain and update details of the disclosure on the SAR Portal; this includes manual requests, send portal user invitations, confirming identification checks, assigning case managers, assigning tasks, entering additional note information, and asking questions.
• To be the first point of contact for all telephone enquires; to manage and/or transfer to the Subject Access Request Officer
• To pull and retrieve Subject Access Request data for reports and audits.
• To ensure that confidentiality is maintained at all times for patients, colleagues, service users and any other person.

Successful applicants will require:

• Excellent attention to detail
• Experience in record keeping / data entry
• Knowledge of Data Protection Act 2018
• Experience of working as part of a team or own initiative.
• Diplomacy and discretion
• Understand the importance of patient confidentiality
• Demonstrate flexibility to adapt with the needs of a changing service
• A sensitive, caring approach to people
• Working to tight deadlines with ability to work under pressure

The work can require manual handling duties (lifting boxes up to 9kg) and be mentally demanding.

About us

Maidstone and Tunbridge Wells NHS Trust is a large acute hospital Trust in the county of Kent.

The Trust provides a full range of general hospital services and some areas of specialist complex care to around 760,000 people living in the south part of West Kent and the north part of East Sussex.

The Trust's core catchment areas are Maidstone and Tunbridge Wells and their surrounding boroughs. We work from two main clinical sites: Maidstone Hospital and Tunbridge Wells Hospital at Pembury. Tunbridge Wells Hospital opened in 2011 and provides single rooms with en-suites for all in-patients - the first of its kind in the country.

We employ more than 7,000 full and part-time staff in a huge range of clinical and non-clinical roles across both of our hospital sites.