Overview
The Disclosure Team is responsible for providing copies of health records and other information held by the Trust to individuals, Police, Solicitors and other third parties who make requests under the Access to Health Records Act 1990 and General Data Protection Regulation 2018.
Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.
Main duties of the job
To process Subject Access Requests received and action in accordance with the requirements of the Access to Health Records Act 1990 and General Data Protection Regulation 2018.
Working for our organisation
We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. Please note that all communication will be electronic; please check your email account regularly. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment manager for this post who will put you in touch with the recruitment team. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Detailed job description and main responsibilities
* Ensure that requests for copies of patient’s health records are disclosed in accordance with the criteria laid down by the Access to Health Records Act 1990 and General Data Protection Regulation 2018.
* Record all such requests on the Disclosure Database.
* Locate, request and prepare health records for scanning.
* Initiate letters to Consultants requesting authority to release health records, following a checklist and Standard Operating Procedures (SOP) when necessary.
* Liaise with Solicitors and Insurance Companies regarding timescales.
* Establish that the information requested is not required in connection with a claim against the Trust, its clinicians and/or staff.
* Liaise closely with the Legal Officers and report any dubious requests for information.
* Ensure that health records required in connection with Court proceedings are readily accessible and complete.
* Maintain computerised incoming and outgoing records tracings on iPM.
* Assist in maintaining a large case note filing system, paying particular attention to the storage and retrieval of both active and dormant files.
* Locate, retrieve and prepare for scanning of the urgent health records in connection with third party requests.
Person specification
Knowledge and Experience
* Demonstrable clerical experience
* Demonstrable experience working with PC’s and Microsoft applications
* Demonstrable experience of managing own workload and working to strict deadlines
* Proven understanding of the need for patient confidentiality
* Proven knowledge of systems used such as iPM, Kodak Pro and Adobe, and a range of Health Records/Case note procedures
* Proven understanding of the general principles of the Data Protection Act 2018, GDPR and Access to Health Records Act 1990
Qualifications
* Numeracy and literacy qualifications, (GCSE or ‘O’ level grade D or above, CSE grade 1, Key skills Level 1), or equivalent
* NVQ L2 in Business Administration or equivalent demonstrable experience
Aptitude and Abilities
* Accuracy and attention to detail
* Excellent communication and interpersonal skills
* Able to remain calm when working in a busy environment
* Manual handling, required to carry, move, lift case notes, unload boxes containing case notes and collect case notes from around the store
Disposition, Attitude and Motivation
* Self-motivated and able to work on own initiative
* Willing to learn new skills and welcome change
* Flexible and adaptable to change
Please note that all communication will be electronic; please check your email account regularly including your junk folder.
If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.
We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.
We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included.
It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Providing false information is an offence and could result in the application being rejected or summary dismissal/police action if an applicant is successful.
Please note that if you are successful in your application and accept the position you agree that the Staff Health and Wellbeing Department can access your health records from your current/previous employer in order to check the status of your inoculations & screening tests. This is an automated process and the information will only be used for these purposes prior to your taking up the position with us.
For Doctors Roles
Unsolicited CVs and Candidate Profiles/Details
University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.
We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.
In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust’s Medical Workforce team.
We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.
Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.
Submission of any unsolicited CVs, candidate’s details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.
In order to establish and maintain good working relationships with the Trust’s agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.
Employer certification / accreditation badges
Name Jason Pearn Job title Disclosure Team Supervisor Email address jason.pearn1@nhs.net Telephone number 01752 433092
Additional information
Jason Pearn, telephone 01752 433092, email jason.pearn1@nhs.net
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