Overview
To work as part of the Access to Health Records team with specialist knowledge of the General Data Protection Regulation (GDPR) and the Access to Health Records Act 1990 (AHRA) in respect of complex and sensitive requests for information from patients and other sources within the timeframes and guidelines set by GDPR.
The post holder will ensure good communications across the service handling telephone, email and postal enquiries promptly and professionally. They should be able to work on their own initiative, but also as part of a team to compile Subject Access Requests within given timescales. The role requires providing a confidential and professional service in accordance with Trust policies and procedures. Flexibility of working is essential to support an extended day when necessary.
We employ more than 6,500 staff delivering compassionate care from our two main hospitals, Calderdale Royal Hospital and Huddersfield Royal Infirmary, as well as community sites, health centres and patients’ homes. We also have almost 150 volunteers at CHFT.
Responsibilities
* Respond to subject access requests (SARS) within current legally recognised timeframes, analysing electronic and paper records and producing documents for Patients, Solicitors, Police, Government Bodies, Other Hospitals, Coroner, etc.
* Be compliant with GDPR/AHRA and Trust policies in respect of sharing information.
* Log all requests for access to health records on a database and keep the database updated at each step of the process.
* Respond proactively to all Subject Access requests for patient information, ensuring all aspects of GDPR/AHRA and service level agreements are appropriately adhered to; may involve face-to-face liaison with patients, relatives or police officers and may require witness statements in relation to handing over medical records.
* Manage complex and sensitive verbal and written communication with patients, relatives and/or other parties or agencies in relation to subject access requests under GDPR/AHRA, including communication with healthcare professionals of all disciplines.
* Liaise with secretarial staff and consultants to ensure authorisation is received so that requests are completed within one calendar month of receipt.
* Assist other medical and administrative staff with advice and guidance on its applicability of GDPR/AHRA where applicable.
* Use mail merge processes to send out letters from the database.
* Undertake relevant training to investigate and be proficient in a range of Trust IT systems (e.g., EDMS, EPR, historic EDIS, historic PAS, CRIS, Athena) to obtain Subject Access Request information.
* Compile information into folders on the shared drive and tailor each subject access request by analysing multiple systems and paper records to identify the required information.
* Scrutinize medical records, which may involve reviewing complex and distressing information, and highlight sensitive data to the relevant clinician before releasing records.
* Review, check and collate requested information, identify all relevant documents, perform preliminary checks for third parties or safeguarding data, and escalate as needed to clinicians or allied health professionals.
* Actively locate missing information to prevent breaches under GDPR; liaise with solicitors or other agencies if there is potential to breach deadlines.
* Liaise with other stakeholders where a SARS involves more than one service and collate data from these services, including non-health record data, where applicable under GDPR.
(This advert closes on Sunday 28 Sep 2025)
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