Health Records Supervisor

Oxford Health NHS Trust

The closing date is 14 November 2024

Job summary

Would you enjoy working within a small friendly team handling highly sensitive patient information? Are you interested in learning more about information governance and health records legislation?

We are recruiting for a Health Records Supervisor to join our Information Governance Team based at Littlemore Mental Health Centre in Oxford, with travel to other Trust sites where required.

Whether you already work in health records or have transferrable skills, this is an excellent opportunity to grow your career in information governance. We promote a learning and development culture and we'll offer you all the required training an support relating to this role, as well as your career development.

You'll be overseeing workload allocation across a team of administrators who process patient health records for archiving, subjectaccess requests, information sharing, and statutory disclosures, reading and redacting highlysensitive information. You'll advise team members, work on complex record amendments, investigate issues and escalate where required as well as report data metrics to senior management for operational analysis.

We are looking for a confident and highly-motivated individual with strong interpersonal, communication, and presentation skills who enjoys leading a team, is passionate about process improvement and has an interest in working within mental health services. If this sounds like you, we'd love to receive your application!

Main duties of the job

Undertake the processing of patient health records in areas such as archiving, completing subject access requests, information sharing, and statutory disclosures, (reading and redacting highly sensitive information) as required
Complete complex record amendments in multiple clinical systems such as dealing with adoptions and gender reassignments ensuring the rights and freedoms of the patients are observed
Actively manage performance and develop the Health Records Administrators through regularsupervision and training opportunities
Advise on enquiries regarding health records from health professionals, patients and/or their representatives, and other agencies such as solicitors and law enforcement as appropriate and with outstanding customer service
Demonstrate effective communication skills to build effective relationships with staff at all levels of the Trust
Provide training and guidance relating to health records processing such as subject access processes to colleagues across the trust
Manage and be responsible for the storage and security of the health records stores including off site
Liaise with the Patient Advocacy and Liaison Service (PALS) when investigating complaints relating to patient records

Please refer to the job description attached for a comprehensive list of duties

About us

Oxford Health is a great place to work and to be able to showcase the best of yourself when making an application you are encouraged to read the "candidate guide to making an application" which is attached to all roles. Please include details around qualifications (including years these were gained particularly if we need to assess for clinical roles that these are still valid) and ensure that the supporting statement is tailored to the role you are applying for and addresses the essential criteria found in the JD.

As a Trust we provide physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset. Our services are delivered at community bases, hospitals, clinics and people's homes, delivering care as close to home as possible.Our vision is that no matter who you are or where you are, you will tell us that you receive: "Outstanding care delivered by an outstanding team"

Our values are:"Caring, safe and excellent"

At Oxford Health we offer a wide range of benefits designed to support your career and wellbeing. These include:

Excellent opportunities for career progression
Individual and Trust wide learning and development
27 days annual leave, plus bank holidays, rising to 33 days with continuous service
NHS Discount
Pension scheme
Lease car scheme
Employee Assistance Programme
Mental Health First Aiders
Staff accommodation (waiting lists may apply)
Staff networking and support groups

Date posted

31 October 2024

Pay scheme

Agenda for change

Band

Band 5

Salary

£29,970 to £36,483 a year pa pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

267-CS6745014

Job locations

Littlemore Mental Health Centre

Sandford Road

Oxford

OX4 4XN

Job description

Job responsibilities

Please refer to the job description and guidance notes attached for further information on this role

Interviews for this role will provisionally be held in person at Littlemore Mental Health Centre on Tuesday 26 & Wednesday 27 November 2024. This will involve a brief presentation task which will be provided to you ahead of the interview day.

Job description

Job responsibilities

Please refer to the job description and guidance notes attached for further information on this role

Person Specification

Knowledge

Essential

Knowledge of the requirements of the Data Protection Act (2018), UK GDPR (2020) and Access to Health Records Act (1990) legislations.
Able to apply legislative knowledge and understanding to complex situations/queries.

Desirable

Knowledge of the Caldicott Principles and duty of confidentiality.

Qualifications

Essential

Educated to degree level or equivalent working experience.
Able to evidence continuous professional development.

Desirable

Data Protection Practitioner qualification or willing to work towards.
Diploma of the Institute of Health Record & Information Management (IHRIM) or willing to work towards.

Skills

Essential

Excellent communication skills (written and verbal), with the ability to communicate with a wide range of audiences.
Influencing skills and ability to appropriately deal with resistance to change.
Ability to analyse and present complex information.
Excellent organisational skills.

Desirable

Advanced MS Excel Skills

Experience

Essential

Experience of working in a secure and trusted environment.
Supervisor experience.
Creative approach to producing and presenting training to a variety of staff groups.
Experience of applying legislative principles in practice.

Desirable

Experience of working with health record systems such as EMIS, Rio and Adastra.

Personal Qualities

Essential

Respect for the law and the rights and freedoms of individuals.
A desire for continuous improvement and efficiency.
Creative approach to producing and disseminating complex information and training to a variety of staff groups.
Self-motivated with the ability to prioritise own work to meet deadlines and the work of others.
Able to work on own initiative with awareness of own limitations and willingness to seek advice as appropriate.
Able to demonstrate high levels of integrity, confidentiality, and reliability.
Able to work effectively as part of a team.
Considerate of the Trust values of Caring, Safe and Excellent in everything they do.

Person Specification

Knowledge

Essential

Knowledge of the requirements of the Data Protection Act (2018), UK GDPR (2020) and Access to Health Records Act (1990) legislations.
Able to apply legislative knowledge and understanding to complex situations/queries.

Desirable

Knowledge of the Caldicott Principles and duty of confidentiality.

Qualifications

Essential

Educated to degree level or equivalent working experience.
Able to evidence continuous professional development.

Desirable

Data Protection Practitioner qualification or willing to work towards.
Diploma of the Institute of Health Record & Information Management (IHRIM) or willing to work towards.

Skills

Essential

Excellent communication skills (written and verbal), with the ability to communicate with a wide range of audiences.
Influencing skills and ability to appropriately deal with resistance to change.
Ability to analyse and present complex information.
Excellent organisational skills.

Desirable

Advanced MS Excel Skills

Experience

Essential

Experience of working in a secure and trusted environment.
Supervisor experience.
Creative approach to producing and presenting training to a variety of staff groups.
Experience of applying legislative principles in practice.

Desirable

Experience of working with health record systems such as EMIS, Rio and Adastra.

Personal Qualities

Essential

Respect for the law and the rights and freedoms of individuals.
A desire for continuous improvement and efficiency.
Creative approach to producing and disseminating complex information and training to a variety of staff groups.
Self-motivated with the ability to prioritise own work to meet deadlines and the work of others.
Able to work on own initiative with awareness of own limitations and willingness to seek advice as appropriate.
Able to demonstrate high levels of integrity, confidentiality, and reliability.
Able to work effectively as part of a team.
Considerate of the Trust values of Caring, Safe and Excellent in everything they do.

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.