Job overview
The post holder is responsible for the day to day operation of the office, implementing and maintenance of office procedures to ensure all subject access requests from solicitors, patients and external agencies are processed, in accordance with Department of Health legislation/timeframes pertinent to the access of clinical records.
Main duties of the job
Accurately enter and maintain effective systems for recording, controlling and responding to subject access request via the Trust Datix System.
Request casenotes, casualty cards and associated records appropriate in order to process all subject access requests (including data stored on electronic computer systems or paper format).
Ensure that appropriate sections of the casenote/patients records are dispatched to applicants within the statutory timescale and any sections identified for redaction are omitted from the final copies (e.g. 3rd party information).
Ensure that clinical consent is received as necessary before releasing information, ensuring this is completed in the statutory timeframe.
Ensure that all requests for radiology, physiotherapy, etc are forwarded to the relevant department for actioning.
Participate in the scanning process of any AE cards returned from the Trust’s off site storage company into the Windip scanning solution.
Process sensitive subject access requests in relation to G.U.M records (Genito-Urinary Medicine, photographs for child proceeding court cases), police investigation claims, Safeguarding, providing copies of patient records where consent has been given.
Prioritise and organise own workload and duties, review urgent work and plan/adjust workload accordingly to ensuring agreed/statutory timescales are met.
Responsible for the completion of Incident Reporting Forms as and when necessary.
Working for our organisation
The five provider NHS trusts in Lancashire and South Cumbria are working together as partners, delivering joint priorities to improve health and healthcare.
Together, we aim to drive up quality by sharing skills and best practice, pooling our resources and standardising the way we work to reduce variation and duplication.
We want to ensure patients have equal access to the same high-quality care wherever they live. We also want our colleagues to have the same high-quality experience wherever they work.
Conduct duties with regard to values underpinning the Trust’s Vision “to be widely recognised for providing safe, personal and effective care”:-
Values:-
· Respecting the individual
· Putting patients and customers first
· Promoting positive change
· Acting with integrity
· Serving the community
Underpinning the Trust’s vision and values are the following key operating principles that influence the way in which the Trust does business:-
· Understand the world we live in and deal with it
· We are clinically led and management supported
· Support departments support the front line
· Everything is delivered by and through Divisions
· Compliance with standards and targets are a given. They are the things we do to help secure our independence and influence
· Quality is our organising principle – driving quality up and cost down is not mutually exclusive
· We deliver what we say we need to
Detailed job description and main responsibilities
Communication:
Act as point of contact and communicate formally with patients or their representatives, providing guidance on non-clinical issues, solicitors, H.M coroners, and other external agencies in relation to all subject access requests using own initiative when dealing with enquiries, redirecting/taking messages as appropriate.
Liaise with Police and other authorities in relation to statements for criminal injuries, safeguarding etc, providing copies of patient’s records in line with the data protection act. Be prepared to attend court as a witness if called upon.
Communicate internally with, Legal Services, Quality and Safety members, staff at all levels within the organisation in relation to the commencement, process of subject access requests/potential negligence claims.
Manage telephone enquiries from other departments, patients, public, outside agencies and assists other staff as appropriate with tact and sensitivity, maintaining confidentiality at all times and taking appropriate action.
Liaise when necessary with the Data Subject or their representative in relation to a subject access request, the provision of additional information and any need for an extension regarding timeframes for responding to the request.
Provide advice, instruction and guidance to Trust staff in relation to subject access requests in line with Department of Health legislation and guidance.
Excellent communication and interpersonal skills, both verbal and written forma with the ability to communicate with staff and external stakeholders at all levels.
Attend the monthly staff Communication Team Meeting and any relevant meetings prevalent to the role.
Training and Development:
Take part in all mandatory core skills training programmes.
Participate in the Personal Development Review process and relevant training/education to meet development needs.
Maintain current knowledge of the application of the Data Protection Act and forthcoming General Data Protection Regulations.
Professional Responsibilities:
Adheres to the departmental dress code policy and Bare below Elbow policy when visiting clinical areas
Maintains confidentiality at all times and follows DOH guidance in relation to all Subject Access Requests.
Adheres to departmental and Trust policies and procedures.
EMPLOYMENT ACTS AND CODES OF PRACTICE
All employees are required to comply with employment legislation and codes of good practice.
Equality and Diversity
We are an Equal Opportunities employer and will do all we can to make sure that job applicants and employees do not receive less favourable treatment because of their age, sex, marital status, faith, race, disability or sexual orientation, or for any other reason that is not justified.
Health and Safety
In accordance with the Health and Safety at Work Act 1974, and other supplementary legislation, all employees are required to follow Trust Health and Safety policies and safe working procedures, take reasonable care to avoid injury during the course of their work, and co-operate with the Trust and others in meeting statutory requirements.
Infection Control
All employees must comply with Prevention and Control of Infection polices and attend any related mandatory training.
Sustainability and Corporate Social Responsibility
The Trust attaches great importance to Sustainability and Corporate Social Responsibility. It is the responsibility of all members of staff to ensure that the Trust’s resources are used efficiently with minimum wastage throughout their daily activities
Risk Management
Employees are required to report every incident where the health and safety of self or others has been jeopardised (including near misses) and to carry out or participate in investigations into such incidents as required.
Safeguarding
All employees have a responsibility for safeguarding and promoting the welfare of children and adults. Further guidance can be sought from your Line Manager.
Data Protection Act
All members of staff are bound by the requirements of the Data Protection Act 2018
Rules, Regulations, Policies, Standing Orders and Financial Instructions
All employees are required to comply with the rules, regulations, policies, standing orders and financial instructions of the Trust.
Research and Development Projects
Whenever you decide to undertake a piece of research, either as a Principal Investigator or Local Researcher, or Assistant Researcher, you must comply with the principles of Clinical Governance and the Research Governance Framework.
Development Review
Key performance objectives, development needs and compilation of a Personal Development Plan will be discussed and agreed at Annual Development Review meetings.
Training
Post holders are required to attend any relevant and mandatory training/updates for the post (internal and external accredited training).
Outside Employment / Outside Interests
Any other work or outside interests must not conflict with the duties and responsibilities of your attendance for work as an employee of East Lancashire Hospitals Trust. In accordance with legislation on working time, it is a condition of employment that all staff must inform their line manager before taking up any private practice, work for outside agencies or other employers, other work for this Trust (including bank work) and / or voluntary work. This is to ensure there is no conflict of interest with your NHS duties.
Person specification
Qualifications
Essential criteria
* English Language and Maths Qualification Grade 4 or equivalent level of skill
* NVQ Administration Level 3 or equivalent level of skill/experience
* ECDL or equivalent level of experience Undertaken accredited training in relation to Subject Access/GDPR
Experience
Essential criteria
* Extensive experience of working in a similar role
Desirable criteria
* Experience of working in the NHS or legal background