Claims and Inquests Assistant

Job description

Job responsibilities

Operate as part of the Legal Services Department, prioritising work to ensure all deadlines are met.

Carry out administrative tasks, dealing with questions and issues, checking for quality and accuracy, and resolving any inconsistencies.

Build and maintain constructive working relationships with internal and external stakeholders and establish a network of contacts in other organisations to share good practices and ideas.

Aptly represent the Trust by effectively liaising between the Legal Services Department and external stakeholders including claimants representatives, NHS Resolution, Trust Solicitors, Coroners Offices and the Court Service.

Link effectively with the wider Quality & Safety team to ensure sharing of information to improve risk management.

Support patient safety work streams and programmes for the development of improved patient outcomes by working with managers and clinical staff, and facilitating networks and other methods of effective communication to share learning from claims and coroners inquests.

Apprise the Executive Team and other relevant personnel regarding significant events in the progress of claims, inquests and other legal situations.

Liaise with Divisional Directors, Heads of Clinical Service, Heads of Nursing, and Clinical Governance colleagues in the management of claims and inquests.

Liaise with the Communications Department regarding the media to ensure accuracy of information and to protect the Trusts reputation.

Source, collate and present delegated pieces of work and projects as required.

Provide advice and guidance on the preparation of Coroners files for inquests to Trust staff and refer more complex matters to the manager in a timely manner to ensure consistency of service.

Develop, manage and maintain systems, policies and procedures for the effective management of Coroners files for inquests in line with Trust protocols, NHS Resolution reporting guidelines and the Civil Procedure Rules.

Develop systems in which information gathered from coroners reports can be collated to enable the Trust to identify areas of concern and develop strategies to address them.

Manage information effectively, including the maintenance of records both manually and electronically, and ensure adequate systems are in place to conform to Court, NHS and Trust procedures.

Keep up-to-date with relevant legislation and NHS initiatives/guidelines and share knowledge with colleagues.

Maintain security of data, dispose and destroy information following appropriate procedures.

Comply with the Data Protection Act 2018 (DPA), GDPR, NHS Confidentiality guidelines (e.g. Caldicott) and any other Code of Practice on Confidentiality and Data Protection.

CLAIMS AND INQUEST MANAGEMENT

The post holder will be required to undertake the following duties in line with the Civil Procedure Rules, Coronial Rules, and NHS Resolution reporting guidelines:

Open and prepare the preliminary stages of Clinical Negligence, Employers Liability, and Public Liability cases.

Manage a caseload of Coroners files up to inquest stage, including timely submissions to the Coroner in the form of patient records, staff statements and any other reports required.

Receive and respond to correspondence on behalf of the claims and inquests team as appropriate, ensuring all matters are dealt with in a professional manner.

Manage the day-to-day running of files and:

a. deal with routine correspondence and telephone queries, draft letters/reports as required

b. when necessary, review medical records in detail prior to disclosure to identify any third party data that is not disclosable

c. prepare chronologies

d. when necessary, obtain Trust records held externally to the CITO system

e. when necessary, prepare and check CDs of records/radiology for disclosure

f. when necessary, disclose medical records and radiology in line with DPA and GDPR requirements

g. liaise with the Access to Records department regarding disclosure as required

h. accept and resolve queries relating to disclosure of records and other documents relating to claims and inquests, ensuring that timely action is taken to resolve the query

i. ensure that key dates and tasks are adhered to, by making full use of the Datix diary facility

j. maintain and update files, ensuring a consistency in approach

k. maintain and update the claims and inquest database accurately and promptly using the trusts Datix software

l. inform the Divisional Directors, Heads of Service and Clinical Governance colleagues of new claims/inquests

m. identify employees involved in the claim/inquest and inform them, if appropriate, of any litigation matters pertinent to their practice and/or area of work

n. request reports and reviews from clinical, nursing and other professional colleagues to inform the claim/inquest investigation

o. provide guidance to staff on the production of statements/reports and advise on the content as required

p. ensure reports are received in a timely manner

q. review the content of reports received to determine any future action required

r. keep the manager updated on the progress of his/her caseload

s. liaise with staff, Trust and Claimant solicitors, Coroners Offices, and NHSR as required

t. chase staff for reports

u. take witness statements from Trust staff if required

v. arrange informal/formal meetings with staff and/or solicitors as required

w. assist with the preparation of court documents drafting and proof reading

x. provide and co-ordinate support for staff involved in the claims/inquest process, to keep them informed of relevant events and reduce any emotional impact on their wellbeing

y. prepare for, and attend, Court where appropriate

z. identify lessons learned from inquests.

Person Specification

Qualifications

Essential

• Educated to degree level or equivalent relevant experience.

Desirable

• Bachelor of Laws degree.
• Claims Management Qualification or equivalent diploma.

Experience

Essential

• Experience managing clinical negligence and/or personal injury claims.
• Experience dealing with disclosure in accordance with DPA and GDPR requirements.
• Demonstrated understanding of clinical negligence and/or personal injury law and the processes involved in NHS litigation.
• Knowledge of Coroners Court processes.

Desirable

• Experience managing personal injury claims and inquests for an NHS trust.
• Experience working in an NHS trust legal department.
• Experience of Coroners Court processes.
• Experience using Datix systems or other risk management software.
• Knowledge of the Civil Procedure Rules and Court processes.
• Knowledge of Clinical Governance.

Skills and Knowledge

Essential

• Demonstrated exceptional attention to detail.
• Strong interpersonal skills able to influence, inspire and positively work with those around you.
• Proven time management skills with the ability to effectively prioritise workload to meet short-term and varied targets within strict deadlines.
• Able to recognise issues where the line manager needs to be informed and to otherwise judge when issues should be escalated.

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

The Mid Yorkshire Teaching NHS Trust

Address

Trust HQ and Education Centre, Pinderfields Hospital

Aberford Road

Wakefield

West Yorkshire

WF1 4DG

Employer's website

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