Job Title: Legal Services Subject Access Administrator
Trust Location: Oxford University Hospitals NHS Foundation Trust
Location: Stable Block, John Radcliffe Hospital, Osler Road, Headington, Oxford OX3 9RP
Hours: 37.5 hours per week
Working Pattern: Mon - Fri, 7:30am - 3:30pm, 8am – 4pm, 8:30am – 4:30pm, 9am – 5pm or 9:30am – 5:30pm
Duration: 3 Months
What you'll be responsible for:
Job Summary:
To provide a professional administrative service within a team dedicated to meeting stringent time scales as set out in the GDPR Act 2018 and Access to Health Records Act 1990, on producing copy records for Personal and Medico-Legal purposes. Effective and efficient patient administration supports management through a high standard of data quality and by making the best use of capacity and resources.
You'll learn the following whilst working at the trust:
1. An in depth understanding of the roles and responsibilities involved in working within the NHS
2. Knowledge of the systems used, to effectively complete your role to the highest standard at all times
3. A sense of teamwork, gained through working alongside and supporting colleagues from all levels, within the organisation.
Key Duties and Responsibilities
* Provide a complete administrative service including word processing, filing and photo-copying
* Pull records from main library as necessary
* Request records from secretaries and other holders of the health records as needed
* Sort and distribute incoming mail
* Ensure a complete audit trail is maintained by updating database on all Personal and Subject Access requests
* Prioritise workload daily to ensure timescales are met
* To be able to communicate effectively using good verbal and written skills at all levels with other colleagues, health professionals and the public
* Ability to meet the physical demands that are needed in this very busy department
* To prioritise, recognise and liaise with Head of Legal Services on more complex enquiries if necessary
* Assist the Legal Services team based at the John Radcliffe in the retrieval of Health Records across the Trust and ensure the safe delivery of these
* Attend training on the GDPR and Access to Health Records Acts, to update skills as these evolve and change
* Maintain the health record as per the instructions of the health records policy
* Assist with audits as requested by the Legal Services Office Manager
* Comply with the requirements of the GDPR, Access to Health Records Act and legislation issued in relation to confidential data
* Assist colleagues throughout the department in providing a reasonable cover of the work of absent colleagues when necessary
* Provide comments / suggestions to the Legal Services Office Manager on working practices with the aim to continually improve and actively contribute towards improved service delivery
* Provide a professional service in assisting colleagues within and outside of the Trust in matters relating to correct access of records for Subject Access Requests
* Check and complete insurance claim forms and forward on to patient or company as appropriate
* Check and log all new Subject Access requests under the appropriate acts - GDPR & Access to Health Records – following appropriate guidelines on the completion and timescales of these requests
* Assist Legal Services – when requested by the Legal Services Office Manager – with enquiries relating to patient information following the rules and guidelines of the GDPR & Access to Health Records Acts where enquiries are made from various Police Forces, social services departments, and Coroner's Offices
* Ensure requests for copies of records for continuing care needs are dealt with in a timely manner
* Ensure requests from Ombudsmen's office are dealt with as a priority and in the appropriate time frame
* Responsibility for stock control within administrative area
* Use of Trust's Procurement Systems for the ordering of stationery and consumables as required by the Legal Services team
* Ensure that a form of authority or appropriate ID documentation has been provided for all Subject Access / Access to Health Records requests
* Proofread all scanned and electronically downloaded records, prior to disclosure, and redact as appropriate, in line with legislation and in consideration of sensitive materials and the risk of third-party harm
* Seek authority from treating clinicians to disclose sensitive data to patients / third party requesters
* Use secure e-transfer for the disclosure of scanned and electronic records where possible, to minimise carbon footprint, in line with Trust Policy. Manage the retention and destruction of paper requests, in line with legislation
You'll have the following skills/experience:
Experience Required: NHS experience
Strong admin experience.
As a member of NHS Professionals, you have fantastic benefits:
· Competitive pay rates- work this week, get paid next week
· Essential support when you need it- 24/7 365 days- call us anytime
· Multi locational- work across neighbouring Trusts
· Manage your shifts and timesheets on the go- access your "My Bank" shift portal anywhere, anytime online or through your smartphone
· Varied working options to suit your lifestyle- access to the Bank gives you options of ad hoc shifts or longer-term placements
· Training and development opportunities- Keep up with the essentials and more
· Build holiday allowance for every shift you work- your work life balance is important to us
· Stakeholder pension scheme available- a flexible future for you and yours
Who are NHS Professionals?
We specialise in putting people in place to care. Every year we help thousands of dedicated candidates and highly skilled NHS workers enjoy better career opportunities, access to more shifts and a healthier work-life balance, giving more choice and control to our members.
As an equal opportunities' organisation, NHSP is committed to the equal treatment of all current and prospective Bank members and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender reassignment, or marriage and civil partnership. We believe there is a strong case for the Equality, Diversity and inclusion agenda and we strongly encourage suitably qualified applicants form a range of backgrounds to apply.
Apply Today
By joining us you can look forward to a choice of flexible Bank shifts across any of our client Trusts in England, as well as the ability to develop professionally and gain experience in several wards or areas.
Disclaimer
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Job Types: Full-time, Temporary
Contract length: 3 months
Pay: £14.69 per hour
Expected hours: 14.89 per week
Work Location: In person