Job summary
An opportunity has arisen for a Band 4 Access to Health
Coordinator based at Shotley Bridge Hospital. you will be responsible for overseeing
the processing of all Subject Access Requests from solicitors and patients to
requests for information from various Government Organisations including the
police.
This is a Key role in assisting the Access to Health Manager
to effectivley manage and achieve hihgh standards within the Access to Health
and ECDM service. You will have the freedom to be innovative and you will
greatly influence the service provided to our patients.
Candidates must be interested in ensuring patient
satisfaction, have good organisational skills, a sensitive manner when dealing
with patients and work to a high level of accuracy.
The ability to work under pressure both individually and as
part of a team is important to ensure that deadlines are met. Good
organisational and interpersonal skills are essential in order to be able to
achieve this.
You will ensure all policies, procedures and standards are
adhered to and updated on a regular basis and monitor performance.
Main duties of the job
You will be
responsible for the day-to-day coordination of a team of 9 clerical officers, ensuring all policies, procedures and
standards are adhered to, as well as monitoring all absences. You will have the
opportunity to greatly influence the service provided to our patients.
Candidates must be interested in ensuring patient
satisfaction, have good organisational skills, a sensitive manner when dealing
with patients and staff members and work to a high level of accuracy. A
conscientious, flexible approach is essential along with the ability to work
effectively within a team.
You will liaise closely with clinicians, managers and other
key staff throughout the Trust with regard to continuous service
improvement. Identify and implement
service improvement changes
The post includes the ability to hybrid work (Office and
home working)
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager.
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.
Full Job Descriptions can be found in the adverts supporting documents.
Over reliance on
AI-generated content is discouraged and may diminish the applicant's chances of
success.
For the most up-to-date information on visa requirements and eligibility, please check online to determine whether you can apply.
From April 9th 2025 - Healthcare assistants - You must have been employed for a minimum of two years
of as a HCA within the NHS for the Trust to consider
sponsorship (we will only consider sponsorship if you meet this criteria and
have a current visa expiring within 3 months).
Job description
Job responsibilities
Provide expert service support to ensure all processes
introduced to manage ECDM are carried out by all wards and departments.
Access to Health Coordinator serves as the first point of
contact for patients and service users, providing in-depth knowledge of subject
access requests.
To coordinate complex extraction of data and information
from several different patient administration systems.
To ensure all analytical data is presented appropriately
when required.
To access all EPR systems and track paper patient records as
per Trust policy.
Carrying out regular audits to ensure compliance and test
effectiveness of practices.
To identify any issues with documentation and support users
to resolve these.
To actively work with clinicians, managers and staff to
develop an environment that promotes continuous service improvement and ensures
sustainability.
Ensure necessary service improvement changes have been
integrated into work practices and improvements are maintained.
To understand the need for safeguarding children and
vulnerable adults and adhere to all principles in effective safeguarding.
You will be required to investigate complaints made about
the service to ensure that lessons are learned.
You will ensure that performance targets are monitored.
You will be responsible for carrying out staff appraisals
and identifying staff training needs.
You will be involved in monitoring staff absences,
conducting return-to-work interviews, ensuring that all absences are recorded
accurately and promptly and take appropriate action where necessary.
You will be responsible for monitoring staff performance,
which may include disciplinary, capability and grievance issues.
You will be responsible for recruitment and selection
procedures for the clerical staff.
You will be responsible for checking staff time sheets in
accordance with agreed procedures.
Responsible for ordering stationary requests via the CARDEA
system.
You will oversee the provision of requests for medical
Information from solicitors, patient, Government organisations, other NHS
organisations and the police according to the Data Protection Act 2018, Access
to Health Records Act 1990 and common law duty of confidentiality within the
legal deadline.
You will ensure that the strict timescales are adhered to
for complying with subject access requests
You will work closely with staff to standardise systems and
processes wherever possible.
You will assist in creating an environment that is patient
focused and ensure that patients are satisfied with the service provided by the
Access to Health Team
Ensure all legislation is followed when dealing with Access
to Health requests.
Report performance against local and National targets in the
delivery of Access to Health requests.
Co-ordinate Health & Safety checks
Carry out role of IAA to ensure that IRM processes are
embedded within the organisation
To attend all training identified as being
appropriate by the line management team.
Job description
Job responsibilities
Provide expert service support to ensure all processes
introduced to manage ECDM are carried out by all wards and departments.
Access to Health Coordinator serves as the first point of
contact for patients and service users, providing in-depth knowledge of subject
access requests.
To coordinate complex extraction of data and information
from several different patient administration systems.
To ensure all analytical data is presented appropriately
when required.
To access all EPR systems and track paper patient records as
per Trust policy.
Carrying out regular audits to ensure compliance and test
effectiveness of practices.
To identify any issues with documentation and support users
to resolve these.
To actively work with clinicians, managers and staff to
develop an environment that promotes continuous service improvement and ensures
sustainability.
Ensure necessary service improvement changes have been
integrated into work practices and improvements are maintained.
To understand the need for safeguarding children and
vulnerable adults and adhere to all principles in effective safeguarding.
You will be required to investigate complaints made about
the service to ensure that lessons are learned.
You will ensure that performance targets are monitored.
You will be responsible for carrying out staff appraisals
and identifying staff training needs.
You will be involved in monitoring staff absences,
conducting return-to-work interviews, ensuring that all absences are recorded
accurately and promptly and take appropriate action where necessary.
You will be responsible for monitoring staff performance,
which may include disciplinary, capability and grievance issues.
You will be responsible for recruitment and selection
procedures for the clerical staff.
You will be responsible for checking staff time sheets in
accordance with agreed procedures.
Responsible for ordering stationary requests via the CARDEA
system.
You will oversee the provision of requests for medical
Information from solicitors, patient, Government organisations, other NHS
organisations and the police according to the Data Protection Act 2018, Access
to Health Records Act 1990 and common law duty of confidentiality within the
legal deadline.
You will ensure that the strict timescales are adhered to
for complying with subject access requests
You will work closely with staff to standardise systems and
processes wherever possible.
You will assist in creating an environment that is patient
focused and ensure that patients are satisfied with the service provided by the
Access to Health Team
Ensure all legislation is followed when dealing with Access
to Health requests.
Report performance against local and National targets in the
delivery of Access to Health requests.
Co-ordinate Health & Safety checks
Carry out role of IAA to ensure that IRM processes are
embedded within the organisation
To attend all training identified as being
appropriate by the line management team.
Person Specification
Qualifications
Essential
- Educated to diploma or NVQ level 4 in Business & Administration or equivalent experience
Experience
Essential
- NHS Supervisory experience
- Working in a busy office environment
- NHS Health Records experience
- Knowledge of EPR and ECDM
Special Requirements
Essential
- Good interpersonal skills
- Approachable and friendly
- Attention to detail
- Ability to maintain strict confidentiality
- Willing to undertake any training
- required for the post
- Ability to travel across sites
Desirable
Special Skills & Knowledge
Essential
- In depth knowledge of the Data Protection Act and Access to Medical Records Act
- Ability to manage time autonomously and meet deadlines
- Organisational skills
- Microsoft Office Skills
- Ability to work under pressure
- Ability to prioritise
- Able to lead a team and set high standards
- NHS Supervisory experience
- NHS Health Records experience
- IT Literate with excellent keyboard skills
- High level of interpersonal, communication and negotiating skills
Desirable
- Experience of working within the NHS
- Experience of NHS Patient Administration systems
Person Specification
Qualifications
Essential
- Educated to diploma or NVQ level 4 in Business & Administration or equivalent experience
Experience
Essential
- NHS Supervisory experience
- Working in a busy office environment
- NHS Health Records experience
- Knowledge of EPR and ECDM
Special Requirements
Essential
- Good interpersonal skills
- Approachable and friendly
- Attention to detail
- Ability to maintain strict confidentiality
- Willing to undertake any training
- required for the post
- Ability to travel across sites
Desirable
Special Skills & Knowledge
Essential
- In depth knowledge of the Data Protection Act and Access to Medical Records Act
- Ability to manage time autonomously and meet deadlines
- Organisational skills
- Microsoft Office Skills
- Ability to work under pressure
- Ability to prioritise
- Able to lead a team and set high standards
- NHS Supervisory experience
- NHS Health Records experience
- IT Literate with excellent keyboard skills
- High level of interpersonal, communication and negotiating skills
Desirable
- Experience of working within the NHS
- Experience of NHS Patient Administration systems
