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 effectively manage and achieve high 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.
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, patients, 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
* Essential: Working in a busy office environment
* Essential: NHS Health Records experience
* Essential: Knowledge of EPR and ECDM
Special Requirements
* Essential: Good interpersonal skills
* Essential: Approachable and friendly
* Essential: Attention to detail
* Essential: Ability to maintain strict confidentiality
* Essential: Willing to undertake any training required for the post
* Essential: Ability to travel across sites
Special Skills & Knowledge
* Essential: In depth knowledge of the Data Protection Act and Access to Medical Records Act
* Essential: Ability to manage time autonomously and meet deadlines
* Essential: Organisational skills
* Essential: Microsoft Office Skills
* Essential: Ability to work under pressure
* Essential: Ability to prioritise
* Essential: Able to lead a team and set high standards
* Essential: NHS Supervisory experience
* Essential: NHS Health Records experience
* Essential: IT Literate with excellent keyboard skills
* Essential: High level of interpersonal, communication and negotiating skills
Desirable
* Desirable: Self-reliance
* Desirable: Experience of working within the NHS
* Desirable: Experience of NHS Patient Administration systems
Employer details
Employer name: County Durham & Darlington NHS Foundation Trust
Address: Shotley Bridge Community Hospital, Consett, Durham, DH8 0NB
Employer's website: https://www.cddft.nhs.uk/
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