Disclosure Administrative Officer

Job summary
To work within the Disclosure Team to process Subject Access Requests and Access to Health Records requests received by the Disclosure Team, including requests from Solicitors and Insurance Companies for copies of patient's health records in connection with third party claims.
***Please note that applications from temporary workers who have been engaged with the Trust for a minimum of 3 months are welcome.
Available as a fixed term contract or secondment opportunity. (With current line manager's agreement). ***
Main duties of the job
The Disclosure Team is responsible for providing copies of health records and other information held by the Trust to individuals, Police, Solicitors and other third parties who make requests under the Access to Health Records Act 1990 and General Data Protection Regulation 2018.
The Disclosure Administrative Officer will assist in the team processing the 4,000 requests the team completes per annum.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
To ensure that Subject Access Request and requests from Solicitors and Insurance Companies for copies of patients health records in connection with third party claims are actioned in accordance with the requirements of the Access to Health Records Act 1990 and General Data Protection Regulation 2018. This will include:
Ensuring that requests for copies of patients health records are disclosed in accordance with the criteria laid down by the above Acts.
Recording all such requests on the Disclosure Database.
Locating, requesting and preparing health records for scanning.
Initiating letters to Consultants requesting authority to release health records, following a checklist and Standard Operating Procedures (SOP) when necessary.(Permission to release).
Liaising with Solicitors and Insurance Companies regarding timescales.
Establishing that the information requested is not required in connection with a claim against the Trust, its clinicians and/or staff.
Liaising closely with the Legal Officers and reporting any dubious requests for information.
Ensuring that health records required in connection with Court proceedings are readily accessible and complete.
To maintain computerised incoming and outgoing tracings on iPM.
To assist in maintaining a large case note filing system, paying particular attention to the storage and retrieval of both active and dormant files. Including A&E documents and other non-medical records as required.
To locate, retrieve and prepare for scanning of the urgent health records in connection with third party requests.
Any other duties identified by the Disclosure Supervisor and CRL Manager.
Job description
Job responsibilities
To ensure that Subject Access Request and requests from Solicitors and Insurance Companies for copies of patients health records in connection with third party claims are actioned in accordance with the requirements of the Access to Health Records Act 1990 and General Data Protection Regulation 2018. This will include:
Ensuring that requests for copies of patients health records are disclosed in accordance with the criteria laid down by the above Acts.
Recording all such requests on the Disclosure Database.
Locating, requesting and preparing health records for scanning.
Initiating letters to Consultants requesting authority to release health records, following a checklist and Standard Operating Procedures (SOP) when necessary.(Permission to release).
Liaising with Solicitors and Insurance Companies regarding timescales.
Establishing that the information requested is not required in connection with a claim against the Trust, its clinicians and/or staff.
Liaising closely with the Legal Officers and reporting any dubious requests for information.
Ensuring that health records required in connection with Court proceedings are readily accessible and complete.
To maintain computerised incoming and outgoing tracings on iPM.
To assist in maintaining a large case note filing system, paying particular attention to the storage and retrieval of both active and dormant files. Including A&E documents and other non-medical records as required.
To locate, retrieve and prepare for scanning of the urgent health records in connection with third party requests.
Any other duties identified by the Disclosure Supervisor and CRL Manager.
Person Specification
Knowledge & Experience
Essential
Proven clerical demonstrable experience
Understanding of the need for Patient confidentiality
Demonstrable experience of managing own workload and working to strict deadlines
Demonstrable experience working with PC's and Microsoft applications
Desirable
Background and proven knowledge of patient management systems and a range of Health Records/Case note Procedures
Demonstrable experience working with systems such as Kodak Pro, Adobe
To have an understanding of the general principles of the "UK Data Protection Act 2018/UK General Data Protection Regulation (UK GDPR)" or "Data Protection legislation" which encompasses both laws, GDPR and Access to Health Records Act 1990
Qualifications
Essential
Numeracy and literacy qualifications, (GCSE or 'O' level grade D or above, CSE grade 1, Key skills Level 1), or equivalent
NVQ L2 in Business Administration or equivalent demonstrable experience
Aptitude & Abilities
Essential
Accuracy and attention to detail, following strict working practices
Excellent communication and interpersonal skills
Meet deadlines and daily targets
Work as part of a team and have a flexible approach to cover colleagues during absences
Manual handling, required to carry, move, lift case notes and collect case notes from around the store.
Disposition/Attitude/Motivation
Essential
Self-motivated and able to work on own initiative
Enthusiastic and responsive to new demands
Willing to learn new skills and welcome change
Discretion and tact
Person Specification
Knowledge & Experience
Essential
Proven clerical demonstrable experience
Understanding of the need for Patient confidentiality
Demonstrable experience of managing own workload and working to strict deadlines
Demonstrable experience working with PC's and Microsoft applications
Desirable
Background and proven knowledge of patient management systems and a range of Health Records/Case note Procedures
Demonstrable experience working with systems such as Kodak Pro, Adobe
To have an understanding of the general principles of the "UK Data Protection Act 2018/UK General Data Protection Regulation (UK GDPR)" or "Data Protection legislation" which encompasses both laws, GDPR and Access to Health Records Act 1990
Qualifications
Essential
Numeracy and literacy qualifications, (GCSE or 'O' level grade D or above, CSE grade 1, Key skills Level 1), or equivalent
NVQ L2 in Business Administration or equivalent demonstrable experience
Aptitude & Abilities
Essential
Accuracy and attention to detail, following strict working practices
Excellent communication and interpersonal skills
Meet deadlines and daily targets
Work as part of a team and have a flexible approach to cover colleagues during absences
Manual handling, required to carry, move, lift case notes and collect case notes from around the store.
Disposition/Attitude/Motivation
Essential
Self-motivated and able to work on own initiative
Enthusiastic and responsive to new demands
Willing to learn new skills and welcome change
Discretion and tact
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.
Certificate of Sponsorship
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 .
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. .
Additional information
Certificate of Sponsorship
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 .
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. .
Employer details
Employer name
University Hospitals Plymouth NHS Trust
Address
Central Records Library
Unit 3 Bush Park
Plymouth
PL6 7RG
Employer's website