Access to Health Records Clerical Officer

Job Overview

To work as part of the Access to Health Records team working within and demonstrating a specialist knowledge of General Data Protection Regulation (GDPR) and the Access to Health Records Act 1990 (AHRA) in respect of complex and sensitive requests for information from patients and other sources within the strict time frames and guidelines set by GDPR.

The post holder will ensure good communications are maintained across the service dealing with telephone/email and postal enquiries promptly and professionally.

To be able to work on own initiative, but also work closely as part of a team to compile Subject Access Requests within the given timescales.

To provide a confidential and professional service in accordance with Trust policies and procedures.

Flexibility of working is essential to support an extended day when necessary.

• Respond to subject access requests (SARS) within the current legally recognised time frames. This will involve analysing electronic and paper records and producing documents for patients, solicitors, police, government bodies, other hospitals, coroner etc.
• Be compliant with the General Data Protection Regulation (GDPR)/Access to Health Records Act (AHRA) and Trust policies in respect of the sharing of information.
• Log all requests for access to health records on a database and keep the database updated at each step of the process.
• Respond proactively to all Subject Access requests for patient information ensuring all aspects of the GDPR/AHRA and service level agreements are appropriately adhered to. This may involve face‑to‑face liaisons with patients, patient’s relatives or police officers and may require you to complete witness statements in relation to the handing over of medical records.
• Manage complex and sensitive verbal and written communication with patients, relatives and/or other parties or agencies in relation to subject access requests under GDPR/AHRA, including communication with healthcare professionals of all disciplines.
• Liaise with secretarial staff and consultants to ensure that authorisation is received so that requests are completed within one Calendar Month of receipt.

Name:
Jacqueline Sellars

Job title:

Records and Reception Services Manager
Email address: j
Telephone number:

Theresa Donnelly, Assistant Records and Reception Manager,