Job responsibilities
To promptly support with the processing of all Subject Rights Requests received in any format (e.g. written, telephone, email or proforma) requesting the disclosure of patient information from both patients and their personal representatives (for example their Solicitor or next of kin), ensuring all Subject Rights Requests are completed within the time constraints of the Data Protection Act 2018 as outlined within the Departmental SOP.
To support the processing of all requests for patient information received from external agencies, including and not limited to, police, coroner, court orders, ombudsman, GMC, other hospitals/continuing care, LeDer, insurance companies, military, HMP Service, Dentist etc in line with the Departmental SOP.
To support the completion of Access to Health Records Act 1990 (AHRA) requests and ensuring the appropriate information is provided, assessed on a case-by-case basis. To support the validation of all requests for patient information (adhering to the SOP)Accuracy and attention to detail is essential.
Acknowledge requests and liaise with applicants using various formats, including letter, email or telephone, requesting further details or documentation where necessary.
Receiving, processing, and disclosing highly sensitive and graphic confidential information which often contains distressing images and reports, for example safeguarding information, child protection medicals, clinical images etc. To be confident dealing with highly traumatic, graphic, and destressing information regarding Police/ Court/ Social requests.
To use own initiative, judgement and discretion on a case-by-case basis, when dealing with all requests for patient information, maintaining security and confidentiality to ensure applicants are provided with appropriate information within the constraints of the Data Protection Act (2018) and the Access to Health Records Act (1990). Ensuring the information is disclosed via a secure and appropriate method (e.g. secure email or recorded delivery).
To be responsible for searching for and collating specified information from other departments, both locally and externally, including but not limited to: District Nursing, School nursing, Community records, Health visitor, Physiotherapy, Social Care, Sexual Health, Orthotics, Foot Health Records, Maltings, Maternity Service, Histopathology, Audiology etc
To have knowledge of and be responsible for accessing the following computer systems, taking care with LIVE systems, and compiling & preparing electronically held data. Systems including, but not limited to: PAS, Clinical Web Portal, OneTrust, IEP, EPMA, EMIS, Docman, ADASTRA, Clinical Photography and Radiology Systems etc.
Locate paper based historical records, including microfilm and records archived off site, liaising with other departments that hold separate records to ensure a complete set of information is collated. To be responsible for accurately scanning and copying manual records, ensuring they are error free and legible.
To promptly answer the telephone, handling ad hoc queries from patients and their representatives, some of which can be upset or irate. Provide advice and support as appropriate, sending out application forms, and escalating complaints and complex queries to management.
Handle face to face patients/requestors who arrive in reception to discuss or obtain details regarding their requests, some of which can be upset or irate.
To respond to email enquiries, registering new requests and providing advice and guidance as required, escalating complaints and complex queries to management.
To obtain written approval to disclosure from the relevant Consultant, GP or other Healthcare Professionals in relation to the care and treatment of the patient concerned, to ensure there are no concerns in relation to the disclosure of the requested information and to escalate as required when concerns are raised or relevant exemptions are required.
To ensure that all 3rd party data, which identifies persons other than the patient (with the exceptions of relevant health professionals) has been redacted prior to release.
To be responsible for reviewing requested data and referring to safeguarding or for clinical input where particularly sensitive information is included within the requested documentation.
To escalate any delays in obtaining records/information from other departments which may lead to delays and breaches of statutory deadlines.
To liaise with the Legal Services Department and collate records as requested for litigation cases, referring any requests where legal action is intended against the Trust to Legal Services for processing.
To work from home as and when required, in line with the needs of the service, adhering to the Trusts confidentiality policy.
To undertake any supportive tasks relevant to the work of a Health Records Access Team Facilitator which develop as a special requirement of the department.
To cover in the absence of colleagues as required. On occasions staff may be required to lone work therefore will required to follow the lone working policy and procedure.
To be responsible for the security of health records within the department, adhering to the clear desk policy implemented within the HRAT Office, ensuring all patient data is filed away at the end of every working day.
To accurately input and update patient information onto the electronic Patient Administration System if required.
To undertake training in other areas of Health Records to support cross-cover in the absence of colleagues as and when required for example Scanning, Library or Switchboard Service.
To undertake all mandatory training and attend local departmental training sessions as and when required, including any training specific to the role.
To participate in the annual appraisal process.
To assist with training newly recruited staff, including the introduction into working practices and procedures within Health Records Service
To be actively involved with procedural changes which may arise, and to provide information on health records as requested by medical staff for such purposes.
Implements policy and proposes changes to working procedures
To be aware of and adhere to all trust and local policies and procedures (relevant to the post).
To be aware of and adhere to the policies and procedures contained within the OP07 Health Records Policy
To be aware of and adhere to OP97 Confidentiality Code of Conduct for Staff, ensuring that all information is processed to the highest standards of confidentiality and security.
To be aware of, and comply with Health & Safety, Fire Regulations and to report accidents, incidents, and near-misses on the Datix Incident Management System, and to make their Line Manager aware of any incidents or hazards immediately.
