Access to Health Records Officer

Job overview

We are seeking a motivated Access to Health Records Officer to join our Medical Records team. You will play a key role in processing Subject Access Requests (SARs), ensuring patients and authorised representatives receive timely, lawful access to their health information. The role includes retrieving and preparing records, managing sensitive enquiries, and maintaining accurate documentation in line with GDPR and national legislation.

You will also provide supportive Registration Authority (RA) duties, including assisting with Smartcard registration and access updates to help maintain secure digital access across the Trust. This is an excellent opportunity to develop specialist skills within Information Governance and contribute to a vital statutory service.

Main duties of the job

• Receive, assess and process requests for access to patient records, ensuring valid consent and compliance with GDPR, the Data Protection Act 2018 and the Access to Health Records Act 1990.
• Locate, retrieve, prepare and collate patient records from both paper and digital systems, ensuring accuracy and confidentiality at all times.
• Maintain up-to-date records of all requests, monitor progress and support timely completion within statutory deadlines.
• Communicate professionally with patients, solicitors, staff and external organisations, handling sensitive enquiries with tact and discretion.
• Provide basic guidance to staff on data protection and access to records requirements.
• Support the Registration Authority (RA) function by assisting with Smartcard registration tasks such as identity checks, issuing and updating Smartcards under supervision.
• Escalate complex cases, concerns or potential issues to the Access & Registration Lead.
• Travel to other Trust sites to retrieve records when required.

Detailed job description and main responsibilities

For a comprehensive list of responsibilities and duties, please kindly refer to the Job Description and Person Specification by downloading the JD and PS attachment in the advert.

If you are an internal applicant there is the option for secondment, all applicants must have the endorsement/support of their line manager prior to application.

If you have a disability that makes submitting this online application difficult and would like assistance, please contact us on bht.recruitment@nhs.net quoting the vacancy reference number.