Job summary
The Information Governance Department processes a large number of applications to access information under the provisions of the Data Protection Act2018 and the Freedom of Information Act 2000.
Working closely with other members of the Information Governance department and staff across the Trust, you will process requests for information, preparing disclosures for patients, staff, solicitors and courts.
You will need to be hard working and show flexibility when required to manage the workload. You will need to prioritise tasks, often in the face of competing demands and ideally have a basic understanding of how the Data Protection Act2018 and the Freedom of Information Act 2000 are applied to these requests, though appropriate training will be provided for the right candidate. To succeed in this role; you will need to have excellent communication skills and the ability to develop working relationships with staff across the Trust, patients and members of the public.You must be well organised with excellent computer skills. The ability to work unsupervised with a high degree of accuracy while carrying out a variety of administrative tasks is essential.
Main duties of the job
The main purpose of the job is to process requests for information in accordance with the Data Protection Act 2018, the Freedom of Information Act 2000 and the Access to Health Records Act 1990. This includes:
- Collecting and opening post on a daily basis
- Logging requests for information into Trust systems
- Maintaining up-to-date tracking systems for every request
- Assessing what information is being requested
- Extracting information from Trust systems and databases
- Determining whether or not the requested information can be disclosed
- Sending health records to Clinicians for reports or consent
- Escalating requests to Senior IG Officers where necessary
- Forwarding requests to other departments/Specialties
- Making relevant copies of requested information
- Requesting consent from patients and collecting fees, where appropriate
- Packaging requested information for recorded delivery
- Answering enquiries in person, by telephone and via email
- Liaising with other members of the Information Governance team to ensure requests are processed within the statutory timeframe
About us
Guy's and St Thomas' is one of the largest hospital trusts in the country, with around 22,000 staff; an annual turnover of more than £2.4 billion; and 2.2 million patient contacts a year. Our hospitals have a long and proud history, dating back almost 900 years, and have been at the forefront of medical progress and innovation since they were founded. We continue to build on these traditions and have a reputation for clinical, teaching and research excellence.
We provide a full range of hospital services for our local communities and community services for patients in Lambeth and Southwark. We also provide specialist services for patients from further afield, including cancer, cardiac, kidney, women's and orthopaedic services, and we are home to the Evelina Children's Hospital. Since February 2021, Royal Brompton and Harefield hospitals have become a new clinical group within Guy's and St. Thomas'. See www.guysandstthomas.nhs.uk.
As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern so that we can offer services in the evenings or at weekends. We also have a positive approach to corporate social responsibility and are keen to engage our staff in an agenda that ranges from promoting environmental sustainability to the creation of local employment opportunities.
Job description
Job responsibilities
- To process all information requests ensuring that they are correctly documented and entered onto the department database
- To be responsible for the accurate input and maintenance of confidential data on to the departments database
- To monitor the database to ensure that no requests breach the statutory timescale
- To work flexibly to ensure that all information requests that are received by the Trust are processed lawfully. This will include liaising with other teams and departments and accessing health information in whichever media it is held
- To be able to liaise with the management team regarding information requests which are likely to breach the statutory timescale, to provide relevant information to as to the cause and to consider solutions
- To foster good working relationships with colleagues and where necessary arrange meetings with Clinicians or their secretaries, or FOIA Leads to ensure that it is appropriate to disclose information
- To be responsive to the needs of the customers of the Information Governance Department at all times and to provided them with a high quality and efficient service
- To participate in department development as appropriate and to participate in departmental meetings
- To strictly adhere to all departmental policies with regards to processing requests for information
- To ensure compliance with all relevant Trust policies and provide assurance on IG standards through audits
- Any other duties and tasks as may be required, appropriate to the level of the post.
Job description
Job responsibilities
- To process all information requests ensuring that they are correctly documented and entered onto the department database
- To be responsible for the accurate input and maintenance of confidential data on to the departments database
- To monitor the database to ensure that no requests breach the statutory timescale
- To work flexibly to ensure that all information requests that are received by the Trust are processed lawfully. This will include liaising with other teams and departments and accessing health information in whichever media it is held
- To be able to liaise with the management team regarding information requests which are likely to breach the statutory timescale, to provide relevant information to as to the cause and to consider solutions
- To foster good working relationships with colleagues and where necessary arrange meetings with Clinicians or their secretaries, or FOIA Leads to ensure that it is appropriate to disclose information
- To be responsive to the needs of the customers of the Information Governance Department at all times and to provided them with a high quality and efficient service
- To participate in department development as appropriate and to participate in departmental meetings
- To strictly adhere to all departmental policies with regards to processing requests for information
- To ensure compliance with all relevant Trust policies and provide assurance on IG standards through audits
- Any other duties and tasks as may be required, appropriate to the level of the post.
Person Specification
Education
Essential
- GCSE English and Maths or equivalent
- Level 2 - NVQ Customer Service
Desirable
Skills
Essential
- Excellent interpersonal skills and the ability to communicate over the telephone with a wide range of individuals including staff and patients.
- Ability to work to tight deadlines and meet targets.
- A high level of accuracy and attention to detail in order to ensure patient confidentiality and compliance with the Law
- Understanding of the Data Protection Act 2018
- Understanding of the Freedom of Information Act 2000
- Understanding of the Access to Health Records Act 1990
- Understanding of Confidentiality: NHS Code of Practice
- Understanding of Records Management: NHS Code of Practice
Desirable
- An understanding of issues relating to confidentiality and data protection.
- An understanding of issues relating to equal opportunities
Experience
Essential
- Experience of working with Health Records, and knowledge and understanding of current records management guidance, targets, objectives and guidelines.
- Experience of working as part of a team
Desirable
- Experience using a Patient Administration System
- Experience of working in a Customer focused environment
Person Specification
Education
Essential
- GCSE English and Maths or equivalent
- Level 2 - NVQ Customer Service
Desirable
Skills
Essential
- Excellent interpersonal skills and the ability to communicate over the telephone with a wide range of individuals including staff and patients.
- Ability to work to tight deadlines and meet targets.
- A high level of accuracy and attention to detail in order to ensure patient confidentiality and compliance with the Law
- Understanding of the Data Protection Act 2018
- Understanding of the Freedom of Information Act 2000
- Understanding of the Access to Health Records Act 1990
- Understanding of Confidentiality: NHS Code of Practice
- Understanding of Records Management: NHS Code of Practice
Desirable
- An understanding of issues relating to confidentiality and data protection.
- An understanding of issues relating to equal opportunities
Experience
Essential
- Experience of working with Health Records, and knowledge and understanding of current records management guidance, targets, objectives and guidelines.
- Experience of working as part of a team
Desirable
- Experience using a Patient Administration System
- Experience of working in a Customer focused environment
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
