Access to Health Records Clerical Officer

Job description

Job responsibilities

• Assist other medical and administrative staff with advice and guidance on the General Data Protection Regulation and the Access to Health Records Act 1990 where applicable.
• Use Mail merge processes to send out letters from the database.Undertake the relevant training to ensure you have the correct skills and knowledge to investigate and be proficient in the use of an extensive range of Trust I.T systems relevant to obtain Subject Access Request Information i.e. EDMS, EPR, historic EDIS, historic PAS, CRIS, Athena etc.
• Compile information into folders on the shared drive.Tailoring each individual subject access request in relation to the information requested. This will sometimes involve analysing several systems and paper medical records to identify the specific information required.
• Scrutinize medical records which may involve reviewing complex and distressing information sometimes including graphic/disturbing images. This can be time intensive work requiring high levels of concentration using your judgement regarding particularly sensitive data and highlighting this to the relevant clinician before releasing the medical records.
• Attention to detail required for reviewing, checking, and collating the requested information and identifying all the correct documents, making preliminary checks for third party, and/or safeguarding records or misfiled or sensitive data, bringing it to the attention of the relevant clinician/s or allied health professionals if identified prior to their checks. This can be time extensive and will require a high level of concentration.
• Be responsible to actively locate any missing information to prevent breaches under the General Data Protection Regulation. Liaise with, solicitors or other agencies if there is the potential to breach this deadline.
• Liaise with other stakeholders where a subject access request involves more than one service (e.g., Safeguarding, Complaints, e-mails etc) and where necessary, to collate data provided by these services and merge these with other documents to be disclosed to the requester. In accordance with GDPR this can fall outside of the Health Record, e.g. Human resource records, I.T logs of staff access to different systems or e-mails.

Person Specification

QUALIFICATIONS / TRAINING

Essential

• Educated to GCSE Maths & English or equivalent grades 9-3 (A*-D)

Desirable

• NVQ level 3/4 or relevant experience
• Evidence of self-development.

KNOWLEDGE, EXPERIENCE & EXPERTISE

Essential

• An awareness of the importance of always maintaining and working with patient confidentiality.
• Dealing with enquiries and complaints either face to face, in writing or by telephone.
• Previous clerical experience in an office/admin environment
• High level of accuracy and attention to detail for prolonged periods of time.
• Problem solving skills.
• Good Organisational skills with the ability to prioritise and meet deadlines.
• Able to work on own initiative.
• Motivation to develop the role and themselves within the role
• Ability to manage own time effectively to deliver departmental objectives
• Flexible approach to duties and working hours to ensure delivery of service.
• Ability to treat others with sensitivity.
• Confident and assertive.
• Be goal oriented to ensure work is processed to targets set by management and in line with agreed processes and procedures.
• To be able to ensure Quality Assurance throughout the Service Delivery process
• Be able to cope with some stressful and challenging situations.
• Be innovative and proactive
• Excellent computer skills with knowledge of Microsoft packages

Desirable

• Previous experience working with the NHS health record
• Experience of access to health guidance.
• Knowledge of retention periods for health records.
• Knowledge of the Cerner EPR system
• Knowledge of working practices of General Data Protection Regulation (GDPR) and Access to Health Records Act 1990 (AHRA)

COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)

Essential

• Good communication written and verbal skills
• Able to work as part of a team to deliver the overall response

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

Calderdale and Huddersfield NHS Foundation Trust

Address

Calderdale Royal Hospital

Salterhebble

Halifax

HX3 0PW

Employer's website

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