Health Records Access Co-Ordinator inWolverhampton inWolverhampton PUBLISHED THU 17 OCT 2024

HOURS OF WORK:8.30am - 5.00pm (inc 2x15 min and 1x30 min unpaid break)

We are looking for an enthusiastic person to join our Health Records Access Team. You must be able to work well as part of a team and on your own initiative. The Health Records Access Team (Data Protection) provide a vital service to the Trust processing approximately 5000 requests a year for example, Subject Access Requests (SAR), Access to Health Records Act requests (AHRA) police requests, court orders, continuing care requests, etc.

You will therefore require knowledge of GDPR and the Data Protection Act 2, as well as an understanding of Information Governance. You will need to possess excellent communication skills and have a working knowledge of Health Records. It is essential that you are a well organised, self-motivated individual and be able to adapt to the needs of the service.

1. To promptly process 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 2as outlined within the Departmental SOP.

2. To process 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.

3. To be responsible for 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.

4. To validate all requests for patient information (adhering to the SOP) and accurately register them on the HRAT database, ensuring consent, I.D and any other relevant documentation is obtained from the requester. Accuracy and attention to detail is essential.

5. Acknowledge requests and liaise with applicants using various formats, including letter, email or telephone, requesting further details or documentation where necessary.

About us

The post holder will undertake the processing of access to health records requests as defined by the Data Protection Act 2and the Access to Health Records act 1990 on behalf of all Departments within the Royal Wolverhampton NHS Trust (including Primary Care Services). This will include requests from patients and their representatives, including Solicitors, and other agencies such as the police, social services, Coroners Office, courts, and other hospitals. Requests will be processed in accordance with OPHealth Records Policy, OP85 Information Sharing Policy and Departmental Standard Operating Procedures, to ensure Subject Rights Requests and other types of patient information requests are processed in line with the Trusts statutory responsibilities.

The Post holder will have a good understanding of information governance, data protection and Caldicott principles, to ensure that patient data is appropriately processed, and confidentiality is always maintained. There will be a requirement to access and navigate various electronic systems to identify and extract relevant patient information. Staff will be required to demonstrate a level of initiative in organising their own workload and taking decisions and actions within clearly defined limits.

To ensure all requests are reviewed in its entirety in a timely manner using judgment taking into account a range of facts to determine the appropriate statutory due date, the complexity of the individual case and prioritising own workload accordingly.

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 (2and 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 request access audit trails of systems as required, redacting personal information as appropriate, and escalating any identified illegitimate access.

To be responsible for completing benefit request forms, for example Personal Independence Payment forms, with information held on the Patient Administration System and returning to the Department of Work and Pensions.

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 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.

Responsible for arranging the internal transport of health records as required e.g. West Park Hospital, Cannock Chase Hospital, Community Services or Primary Care Network (GP) and accurately track on PAS (if applicable).

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 Services

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 Services.

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 OPHealth 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.