Job summary
The post is for 15 hours per week, Monday to Friday. Start and finish times to be negotiated.
You will be responsible for a variety of administration duties, including processing subject access requests (SARs) from solicitors, police, patients and the public, for copies of health records, radiological images, community records and therapy notes, etc, working to the Patient Safety Manager and Medico Legal Team Lead.
Main duties of the job
As this role will involve dealing with the public, excellent communication and inter-personal skills are essential.
Computer skills are essential.
The post holder will be part of the team accepting and processing subject access request (SAR) applications from patients, solicitors, police and other relevant parties for access to Health Records within the required time scales and as per General Data Protection Regulations.
Full training will be given to the successful candidate in the relevant systems that will need to be used to fulfil this role, such as Datix, Patient Centre, Evolve, Advantis CDS.
The successful applicant will be warmly welcomed into the Medico Legal department and the wider Risk and Safety team.
About us
We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers.
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from you.
If you require support with your application please contact a member of the recruitment team, who can discuss alternative application methods.
We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.
Benefits we offer to you:
- Between 27-33 days of annual leave plus bank holidays
- NHS pension scheme membership
- Salary sacrifice schemes for lease cars, home electronics and more, to make your salary go further
- NHS Staff discounts
- Cycle to work scheme
- Salary finance - for loans, savings, budget planning and tips on managing debt
- Stockport Credit Union- for local financial advice
Job description
Job responsibilities
You will be responsible for ensuring subject access request (SAR) applications have been applied for correctly and that the information requested is shared within the time scales set by the General Data Protection Regulation and Trust policy.
You will be part of a team providing an essential function for the Trust on behalf of patients, solicitors, police and other significant parties external to the hospital.
This is an opportunity to experience working in the NHS and at Stockport NHS Foundation Trust where people are warm and welcoming and striving to do the best for patients and staff.
Main Duties & Responsibilities:
- Process correspondence with regard to requests for health records, this includes the appropriate consent and required associated documents. Communicate any further requirements with the applicant.
- Collate information and input all the data relating to each request onto the Datix system.
- Explain the process of a subject access request when receiving telephone enquiries and assist applicants with requirement options.
- Establish the extent/nature of records required/consented to.
- Utilise hospital systems to establish when the patient has attended the hospital and in what format the records are held.
- Ensure the request is processed within the timescales set by GDPR and Trust policy.
- Locate, retrieve and return records from various records stores and libraries across the site, ensuring the correct tracking of records.
- Copy records using the physical notes retrieved. Print records from various electronic systems as required.
- Co-ordinate Stockport Community and Tameside & Glossop records, retrieving copies and permissions. Request records from offsite locations, eg. District nurses and clinics.
- Copy the health record, ensuring that only information relating to patient named on the record is contained within the file.
- Report all misfiled information on the Trust incident reporting system.
- Ensure that each request is collated in its entirety.
- Ensure each set of records has been screened appropriately prior to release.
- Ensure release forms are signed before sending the records securely (via secure email/recorded delivery).
- Take responsibility for organising and prioritising your own work load, to ensure deadlines which do not conform to the 30 day statutory deadline are met. E.g. Court Orders and police investigations
- Liaise with outside agencies with regard to any requests for health records and any queries that may arise, this includes Solicitors and Government Agencies, and advising of any potential delays.
- Liaise where appropriate with the Litigation team and Patient and Customer Services team when aspects of the services overlap.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
Job description
Job responsibilities
You will be responsible for ensuring subject access request (SAR) applications have been applied for correctly and that the information requested is shared within the time scales set by the General Data Protection Regulation and Trust policy.
You will be part of a team providing an essential function for the Trust on behalf of patients, solicitors, police and other significant parties external to the hospital.
This is an opportunity to experience working in the NHS and at Stockport NHS Foundation Trust where people are warm and welcoming and striving to do the best for patients and staff.
Main Duties & Responsibilities:
- Process correspondence with regard to requests for health records, this includes the appropriate consent and required associated documents. Communicate any further requirements with the applicant.
- Collate information and input all the data relating to each request onto the Datix system.
- Explain the process of a subject access request when receiving telephone enquiries and assist applicants with requirement options.
- Establish the extent/nature of records required/consented to.
- Utilise hospital systems to establish when the patient has attended the hospital and in what format the records are held.
- Ensure the request is processed within the timescales set by GDPR and Trust policy.
- Locate, retrieve and return records from various records stores and libraries across the site, ensuring the correct tracking of records.
- Copy records using the physical notes retrieved. Print records from various electronic systems as required.
- Co-ordinate Stockport Community and Tameside & Glossop records, retrieving copies and permissions. Request records from offsite locations, eg. District nurses and clinics.
- Copy the health record, ensuring that only information relating to patient named on the record is contained within the file.
- Report all misfiled information on the Trust incident reporting system.
- Ensure that each request is collated in its entirety.
- Ensure each set of records has been screened appropriately prior to release.
- Ensure release forms are signed before sending the records securely (via secure email/recorded delivery).
- Take responsibility for organising and prioritising your own work load, to ensure deadlines which do not conform to the 30 day statutory deadline are met. E.g. Court Orders and police investigations
- Liaise with outside agencies with regard to any requests for health records and any queries that may arise, this includes Solicitors and Government Agencies, and advising of any potential delays.
- Liaise where appropriate with the Litigation team and Patient and Customer Services team when aspects of the services overlap.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
Person Specification
Essential and desirable
Essential
- Good general secondary education or equivalent Minimum 1 GCSE, one of which should be English Language or equivalent
- Previous experience of dealing with the public
- Evidence of Computer Literacy
- Good general secondary education or equivalent
Desirable
- Evidence of continued professional development
- Knowledge of Data Protection Act
- Previous experience of working within the NHS and multi-agency working
- Experience of working in a team
Review of the standard of the application form
Essential
- Accurately completed application form
Desirable
- Well articulated reasoning of why the role would be right for them
Face to face assessment
Essential
- Excellen communication skills
- Ability to cover the hours and needs of the service
Desirable
- Evidence of wanting to achieve
Evidence
Essential
- Evidence of being a team player
Desirable
- Evidence of the desire to work within a team
Person Specification
Essential and desirable
Essential
- Good general secondary education or equivalent Minimum 1 GCSE, one of which should be English Language or equivalent
- Previous experience of dealing with the public
- Evidence of Computer Literacy
- Good general secondary education or equivalent
Desirable
- Evidence of continued professional development
- Knowledge of Data Protection Act
- Previous experience of working within the NHS and multi-agency working
- Experience of working in a team
Review of the standard of the application form
Essential
- Accurately completed application form
Desirable
- Well articulated reasoning of why the role would be right for them
Face to face assessment
Essential
- Excellen communication skills
- Ability to cover the hours and needs of the service
Desirable
- Evidence of wanting to achieve
Evidence
Essential
- Evidence of being a team player
Desirable
- Evidence of the desire to work within a team
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).
