Health Records Access Coordinator

We are looking for two enthusiastic persons 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 2018, 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 2018 as 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.

The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve the quality of care for patients, and solve the health care problems of tomorrow.

We're passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.

We are delighted that we have been rated as "Good" by CQC. We have achieved numerous awards;
The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.

The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.

The post holder will undertake the processing of access to health records requests as defined by the Data Protection Act 2018 and 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 OP07 Health Records Policy, OP85 Information Sharing Policyand 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…