Access to Health Records Officer

Job overview

An exciting opportunity has arisen to be part the Access to Health Records Service for the Health Board.  This role will play a key part in supporting compliance with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR) with specific regards to the processing of subject access requests for access to patient records.

If you are someone who has great communication skills, is extremely organised, process driven and able to provide accountability and assurance around the processes involved when handling a subject access request, then this job could be for you.

You may already have experience of working within this field, or are looking for a new challenge in a new role within a new service in which you can draw on the knowledge, skills and experience you have to offer.   You will be part of a team that will help to shape the new service, as it develops to enable compliance with, and provide assurance on, the new requirements within the data protection legislation.

We would expect the candidate to already have a good understanding of Data Protection and GDPR, however, further specialised training will be offered as part of the development of the role.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Main duties of the job

• Support the Patient Records Service on the delivery of set objectives to ensure policies and procedures are followed in compliance with; General Data Protection Regulation (GDPR) 2018, Data Protection Act 2018, Access to Health Records Act 1990, and BCUHB Health Records Management Procedure. ·       The Access to Health Records Officer will be working in a highly pressurised office environment to provide a professional and efficient service, ensuring patient records are located, extracted, and scanned in a timely manner, under the supervision of the Access to Health Records Support Manager. The post holder will be expected to work with a degree of autonomy to ensure delivery of subject access compliance and deliver high quality.  ·       To be the first point of contact within the Health Board, supporting the Access to Health Records Case Handlers to ensure all subject access requests for patient records are managed efficiently from start to finish that are received within the Access to Health Records (ATHR) Service ensuring that legislative requirements are adhered to as per the ATHR procedures. Ensure that any delays accessing patient records are appropriately escalated in a timely manner to enable compliance with the legislative timescale

Detailed job description and main responsibilities

• To respond effectively and professionally to all telephone, written and in-person enquiries using tact, discretion, and sensitivity as appropriate to the situation, ensuring patient confidentiality is maintained. Where necessary referring calls to the Access to Health Record Team Leader.
• To have a good understanding of the General Data Protection Regulation (GDPR) 2018, Data Protection Act 1998, Access to Health Records Act 1990, Information Commissioner’s Officer in relation to the job role, the requirements, and responsibilities.
• Responsible for ensuring mechanisms are in place to ‘retrieve’ records in both paper and electronic formats, and liaising with multi – disciplinary clinical and non-clinical leads where the need arises regarding disclosure.
• Scanning all appropriate information in relation to subject access request promptly and accurately, ensuring all information is legible and relevant to the request within legislative timescales and procedures.
• Support the Access to Health Records Case Handlers with the requesting, chasing, collection and delivery of paper patient records and upload within the SAR Management System.  In some cases, this will include visiting patient ward/clinic to collect paper records for scanning.

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac.