Job summary
An exciting opportunity has arisen to be part the Access to Health Records Service for the Health Board. This role will play a key part in supporting compliance with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR) with specific regards to the processing of subject access requests for access to patient records.
If you are someone who has great communication skills, is extremely organised, process driven and able to provide accountability and assurance around the processes involved when handling a subject access request, then this job could be for you.
You may already have experience of working within this field, or are looking for a new challenge in a new role within a new service in which you can draw on the knowledge, skills and experience you have to offer. You will be part of a team that will help to shape the new service, as it develops to enable compliance with, and provide assurance on, the new requirements within the data protection legislation.
We would expect the candidate to already have a good understanding of Data Protection and GDPR, however, further specialised training will be offered as part of the development of the role.
For further details / informal visits contact:
Access to Health Records Support Managers
Ashleigh.Baskeyfield@wales.nhs.uk / Nia.Hughes1fc106@wales.nhs.uk
Main duties of the job
Support the Patient Records Service on the delivery of set objectives to ensure policies and procedures are followed in compliance with; General Data Protection Regulation (GDPR) 2018, Data Protection Act 2018, Access to Health Records Act 1990, and BCUHB Health Records Management Procedure.
The Access to Health Records Officer will be working in a highly pressurised office environment to provide a professional and efficient service, ensuring patient records are located, extracted, and scanned in a timely manner, under the supervision of the Access to Health Records Support Manager. The post holder will be expected to work with a degree of autonomy to ensure delivery of subject access compliance and deliver high quality.
To be the first point of contact within the Health Board, supporting the Access to Health Records Case Handlers to ensure all subject access requests for patient records are managed efficiently from start to finish that are received within the Access to Health Records (ATHR) Service ensuring that legislative requirements are adhered to as per the ATHR procedures. Ensure that any delays accessing patient records are appropriately escalated in a timely manner to enable compliance with the legislative timescale.
About us
If you relish a challenge, have a passion to help others or simply fancy a fresh start, then Betsi Cadwaladr University Health Board (BCUHB) North Wales, has all the right ingredients. The largest health organisation in Wales, providing a full range of primary, community, mental health, acute and elective hospital services for a population of around 700,000, across North Wales . Join our team and get the support you need, in line with our Organisational Values and 'Proud to Lead' competence framework.
Enjoy being part of working with engaged leadership at all levels, and be assured we are committed to promoting equality and diversity, and are proud to welcome applicants under the "Disability Confident Employer" scheme.
Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.
Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.
Job description
Job responsibilities
To respond effectively and professionally to all telephone, written and in-person enquiries using tact, discretion, and sensitivity as appropriate to the situation, ensuring patient confidentiality is maintained. Where necessary referring calls to the Access to Health Record Team Leader.
To have a good understanding of the General Data Protection Regulation (GDPR) 2018, Data Protection Act 1998, Access to Health Records Act 1990, Information Commissioners Officer in relation to the job role, the requirements, and responsibilities.
Responsible for ensuring mechanisms are in place to retrieve records in both paper and electronic formats, and liaising with multi disciplinary clinical and non-clinical leads where the need arises regarding disclosure.
Scanning all appropriate information in relation to subject access request promptly and accurately, ensuring all information is legible and relevant to the request within legislative timescales and procedures.
Support the Access to Health Records Case Handlers with the requesting, chasing, collection and delivery of paper patient records and upload within the SAR Management System. In some cases, this will include visiting patient ward/clinic to collect paper records for scanning.
Job description
Job responsibilities
To respond effectively and professionally to all telephone, written and in-person enquiries using tact, discretion, and sensitivity as appropriate to the situation, ensuring patient confidentiality is maintained. Where necessary referring calls to the Access to Health Record Team Leader.
To have a good understanding of the General Data Protection Regulation (GDPR) 2018, Data Protection Act 1998, Access to Health Records Act 1990, Information Commissioners Officer in relation to the job role, the requirements, and responsibilities.
Responsible for ensuring mechanisms are in place to retrieve records in both paper and electronic formats, and liaising with multi disciplinary clinical and non-clinical leads where the need arises regarding disclosure.
Scanning all appropriate information in relation to subject access request promptly and accurately, ensuring all information is legible and relevant to the request within legislative timescales and procedures.
Support the Access to Health Records Case Handlers with the requesting, chasing, collection and delivery of paper patient records and upload within the SAR Management System. In some cases, this will include visiting patient ward/clinic to collect paper records for scanning.
Person Specification
Qualifications and Knowledge
Essential
- NVQ Level 2 or equivalent qualification/ work experience
- A general understanding of health-related General Data Protection Regulation (GDPR) 2018, Data Protection Act 2018, and Access to Health Records Act 1990
- Knowledge and understanding of principles of confidentiality.
Desirable
- GDPR Foundation level
- Evidence of continual professional development
- Working knowledge of how to manage multiple document types
Experience
Essential
- Experience of working with Microsoft packages
- Strong Communication Skills
Desirable
- NHS experience
- Previous administrative and customer service experience
- Experience of working with the Data Protection Act and Access to Health Records Act
- Experience of using multiple ICT systems at once.
Skills and Attributes
Essential
- Ability to sustain accuracy of work and achieve a consistently high standard under pressure.
- Ability to manage time and make decisions on a variety of tasks and changing priorities.
- Ability to recognise and evaluate issues, and when to escalate.
- Ability to remain calm and professional under pressure.
- Good verbal and written skills and ability to communicate effectively at all levels within clinical and non-clinical teams.
- Good literacy and numeracy skills, with the ability to analyse and evaluate data to inform improvement recommendations.
Desirable
Other
Essential
- Commitment to placing the patient at the heart of what we do
- Self-motivated, hardworking and enthusiastic
- Present self in a professional manner, being courteous, respectful and helpful.
- Good interpersonal skills and ability to empathise.
- To respect confidentiality and the rights of the patient
- Ability to exert light/moderate physical effort when handling casenotes and trolleys
Desirable
- Ability to travel between sites.
Person Specification
Qualifications and Knowledge
Essential
- NVQ Level 2 or equivalent qualification/ work experience
- A general understanding of health-related General Data Protection Regulation (GDPR) 2018, Data Protection Act 2018, and Access to Health Records Act 1990
- Knowledge and understanding of principles of confidentiality.
Desirable
- GDPR Foundation level
- Evidence of continual professional development
- Working knowledge of how to manage multiple document types
Experience
Essential
- Experience of working with Microsoft packages
- Strong Communication Skills
Desirable
- NHS experience
- Previous administrative and customer service experience
- Experience of working with the Data Protection Act and Access to Health Records Act
- Experience of using multiple ICT systems at once.
Skills and Attributes
Essential
- Ability to sustain accuracy of work and achieve a consistently high standard under pressure.
- Ability to manage time and make decisions on a variety of tasks and changing priorities.
- Ability to recognise and evaluate issues, and when to escalate.
- Ability to remain calm and professional under pressure.
- Good verbal and written skills and ability to communicate effectively at all levels within clinical and non-clinical teams.
- Good literacy and numeracy skills, with the ability to analyse and evaluate data to inform improvement recommendations.
Desirable
Other
Essential
- Commitment to placing the patient at the heart of what we do
- Self-motivated, hardworking and enthusiastic
- Present self in a professional manner, being courteous, respectful and helpful.
- Good interpersonal skills and ability to empathise.
- To respect confidentiality and the rights of the patient
- Ability to exert light/moderate physical effort when handling casenotes and trolleys
Desirable
- Ability to travel between sites.
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).
