Medical Records Administrator

Job summary

Are you an enthusiastic Administrator with a basic understanding of the Data Protection Act? Our Medical Records and Information Governance team are looking for a Medical Records Administrator to join their dynamic team.

The Medical Records Team process Subject Access Requests (SARs), received from patients, Court, Police, Solicitors, Staff, and other NHS Trusts relating to both physical and mental health records. The team also process Freedom of Information (FOI) Requests, received from the public. This role is a varied and challenging role, and one that is very rewarding due to supporting patients and other requesters in providing medical records.

The Medical Records Administrator is a permanent, part time (25 hours per week) post . This role will be based primarily at Sentinel House, Poole however being a driver is essential for the role due to needing to travel to other sites based at St Ann's, Poole and Forston Clinic, Dorchester.

As the Medical Records Administrator you will be able to ensure a confidential, efficient, and comprehensive administrative support to patients and other requesters.

Confidence in the use of Microsoft Office 365, including Outlook, Excel and Word is essential, as well as the ability to adapt to new IT technology.

For any queries, please contact clare.taylor59@nhs.net.

Main duties of the job

The role involves working on administrative tasks which include, but not limited to:

• Answering incoming team telephone calls.
• Monitoring SAR and FOI Mailboxes for requests.
• Liaising with requesters and obtaining relevant proof of identification and signed consents.
• Logging SAR requests, sourcing, preparing, redacting, and releasing records. SAR requests are received from patients, families, the Courts, Police, solicitors plus others.
• Logging FOI requests, received from the public, assigning to teams for response, monitoring progress, formatting response, and submitting to requesters.

Meticulous attention to detail and accuracy is essential in this role, as the team are governed by legislations. The role can be both challenging and rewarding, as you will be helping patients, Courts, Police, Solicitors, and staff with their requests.

Whilst most communication is via email, an ability to speak confidently with the public on the phone, and with colleagues is essential. An ability to listen and respond in a clear fashion to requests, and work to legally imposed deadlines, set by the Data Protection Act (DPA) 2018, UK GDPR and Freedom of Information Act (FOIA) is of the utmost importance

A basic understanding of the DPA 2018, UKGDPR and FOIA is essential to the role, however, full training will be given to the right candidate. Willingness to learn, meet tight statutory deadlines, deliver accurate results, and work as part of a dynamic team are the key factors we are looking for.

About us

At Dorset HealthCare we're on a mission to empower people to make the most of their lives through our outstanding, joined-up healthcare services. We're a dynamic, forward looking Trust, running 12 community hospitals, specialist inpatient facilities and a wide range of integrated community and mental health services for a population of almost 800,000 people.

We do things differently here - it's one of the reasons the CQC rated us 'outstanding' in 2019. It's also why 95% of patients across our services say they have a good or very good experience of our services and 89% of staff feel they can really make a difference. Whether you're looking to work with us in one of our bustling market towns, vibrant urban locations, thriving seaside spots, or among the rolling hills of Dorset, there are lots of ways you can make a difference in our communities.

Our 7,000-strong workforce is at the heart of what we do and our success is a testament to our brilliant people. We're all about building a workplace for the future, we believe in equal opportunities and we celebrate diversity. We're an inclusive workplace, where everyone is welcome, everyone can be authentic, and we are all encouraged to be the best version of ourselves.

Working with us you'll be part of a strong team, challenge yourself, build a career, and teach us what we don't know. And you'll be working towards our vision to be better every day through excellence, compassion and expertise in all we do.