Job summary
The Disclosure section manage the release of copy medical records to authorised agencies and individuals under the provisions of the General Data Protection Regulations 2018 and Access to Health Records Act 1990.
We are looking for a friendly, adaptable and flexible individual to join the Disclosure Team in Health Records. Ideally you should be a self starter with a methodical approach, good attention to detail and able to organise your own work load.
Main duties of the job
As Disclosure Assistant your main duties will be to monitor the Disclosure email inbox logging requests and re-directing if necessary. Some typing of standard letters, photocopying/re-printing of records and general office duties.
About us
Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead.
Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.
We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region.
Our values should be the 'golden thread' which runs through everything we do - they are the core of who we are. Our five values can easily be remembered by the simple acronymICORE; Innovation, Care, Openness, Respect, Engagement.
We have a number of staff networks including the Global Ethnic Majority (GEM) network, D-Ability network, LGBTQ+ Network and the Women's Network, to challenge us and help us to constantly improve. Our Armed Forces network is one of our emerging networks.
The health and wellbeing of our staff is one of our highest priorities, and we offer a range of support and initiatives as part of our 'Balance' programme balancegateshead.com to cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.
Job description
Job responsibilities
- To support the Disclosure Officers in the provision of an efficient and effective service
- To provide administrative support to the Disclosure of Information Section and the Health Records Manager or Deputy
- To accurately reproduce Health Records, paying attention to detail and manipulating images and formats, where necessary, to produce high quality accurate copies.
- Retrieve and re-print electronic patient records held in various systems in different formats and check re-prints for accuracy.
- Raise any concerns regarding data quality to the Disclosure Officers and where necessary and after appropriate training, add incidents to the Trusts Incident Reporting system in line with Trust and Departmental Policies and Procedures.
- Count copies and ensure quality checks are undertaken on photocopies/re-prints produced, as both original and copies are legal documents.
- Ensure original paper copies are re-filed in the correct order within the patients health records, creating replacement folders as necessary where the old folders are damaged and worn.
- To identify patients on the Trusts Patient Administration System (PAS) by locating their hospital or any other numbers on that system
- Retrieve and return health records to correct location using the tracking system
- To ensure the confidentiality of information contained in patient records is maintained at all times
- Contribute to a safe working environment by maintaining a clean and tidy working area and adhering to the health and safety policies and procedures within the Department and Trust
- Liaise with Photocopier Company/IT regarding levels of stock, replacement parts and general maintenance issues.
- In liaison with your Line Manager, you must ensure that you attend all mandatory, statutory and relevant training sessions. Actively participate in Annual Appraisals / Developmental reviews. Follow all Trust and Departmental Policies and Procedures, Data Protection, Confidentiality and Destruction of Health Records, Manual Handling, Guide to Good Practice and Information and IT Security Policies & Confidentiality
- Undertake any other duties appropriate to the post as required by the Health Records Manager or Deputy
Job description
Job responsibilities
- To support the Disclosure Officers in the provision of an efficient and effective service
- To provide administrative support to the Disclosure of Information Section and the Health Records Manager or Deputy
- To accurately reproduce Health Records, paying attention to detail and manipulating images and formats, where necessary, to produce high quality accurate copies.
- Retrieve and re-print electronic patient records held in various systems in different formats and check re-prints for accuracy.
- Raise any concerns regarding data quality to the Disclosure Officers and where necessary and after appropriate training, add incidents to the Trusts Incident Reporting system in line with Trust and Departmental Policies and Procedures.
- Count copies and ensure quality checks are undertaken on photocopies/re-prints produced, as both original and copies are legal documents.
- Ensure original paper copies are re-filed in the correct order within the patients health records, creating replacement folders as necessary where the old folders are damaged and worn.
- To identify patients on the Trusts Patient Administration System (PAS) by locating their hospital or any other numbers on that system
- Retrieve and return health records to correct location using the tracking system
- To ensure the confidentiality of information contained in patient records is maintained at all times
- Contribute to a safe working environment by maintaining a clean and tidy working area and adhering to the health and safety policies and procedures within the Department and Trust
- Liaise with Photocopier Company/IT regarding levels of stock, replacement parts and general maintenance issues.
- In liaison with your Line Manager, you must ensure that you attend all mandatory, statutory and relevant training sessions. Actively participate in Annual Appraisals / Developmental reviews. Follow all Trust and Departmental Policies and Procedures, Data Protection, Confidentiality and Destruction of Health Records, Manual Handling, Guide to Good Practice and Information and IT Security Policies & Confidentiality
- Undertake any other duties appropriate to the post as required by the Health Records Manager or Deputy
Person Specification
Attention to detail
Desirable
- Attention to detail
- Good standard of education
Essential
Essential
- Ability to work to tight deadlines
- Keyboard Skills/IT packages
- Ability to communicate effectively with people at all levels by telephone and in person
- Ability to work without direct supervision
- Flexible approach to working
Desirable
- Understanding the importance of confidentiality
- Experience of working with large filing systems
- Ability to work under pressure
Person Specification
Attention to detail
Desirable
- Attention to detail
- Good standard of education
Essential
Essential
- Ability to work to tight deadlines
- Keyboard Skills/IT packages
- Ability to communicate effectively with people at all levels by telephone and in person
- Ability to work without direct supervision
- Flexible approach to working
Desirable
- Understanding the importance of confidentiality
- Experience of working with large filing systems
- Ability to work under pressure
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
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).
