Access to Information Clerk - Apprentice

Job overview

Are you looking for a new challenge? Are you interested in a career within the NHS?

An exciting opportunity has arisen to work in the Corporate Information Compliance team within the Chair & Chief Executives department here at Liverpool University Hospitals.

We are delighted to be advertising an opportunity for an Access to Information Clerk - Apprentice.

This is an exciting opportunity to join Liverpool University Hospitals NHS Foundation Trust and learn the skills and knowledge to grow in an NHS administration career.

The position is an opportunity to build upon existing skills and learn new skills within and administrative environment.

The post holder will be required to fulfil all responsibilities necessary to provide high quality customer service and administrative support ensuring that standards are maintained in line with the Trust’s policies and procedures.

Main duties of the job

Key / Principle Duties of the Role:

To process Subject Access Requests (SAR) in line with established processes and procedures which ensure compliance with current legislation and UK- GDPR.

To retrieve, collate and review patient information from both electronic and paper records.

To receive and process complex and routine SAR requests from a variety of sources including the general public, solicitors, police, local authorities, MPs, other NHS organisations.

To provide a responsive and customer focussed service.

Detailed job description and main responsibilities

Communicate with internal and external colleagues ie Medical staff, in a professional manner, using tact and diplomacy when dealing with anxious, bereaved or upset relatives.

Communication methods include, telephone, letter, email and face to face.

Liaise with medical staff where necessary in order to gain their professional opinion as to whether disclosure is likely to have a detrimental impact on the requestor.

Emotional effort may be required when exposed to records which may contain distressing information.

Maintain attention to detail when preparing information for release, including redacting or summarising information in accordance with departmental processes.

This may include prolonged and high level of concentration when summarising the information for disclosure.

Using judgement and knowledge, including analysing basic Legal and medical terminology, to ensure that any information is redacted as necessary prior to disclosure in accordance with current legislation, including any third-party information documented in the records where it is not possible to obtain consent from the third party.

The post holder may use their own initiative when dealing with urgent request ie, from the police when consent has not been obtained, seeking advice or escalating when required.

Summarising information (Quality Assurance process) in accordance with departmental processes.

Using departmental protocols and Standard Operating Procedures (SOP), collate SAR requests as directed by your Team Leader, disclosing information in line with current legislation.

Utilising all the Trusts patient administration systems, retrieve and collate SAR requests. For systems not available to SARs, communicate with those services to provide the information.

Such services include radiology, GUM, dental and medical photography.

Ensure the correct proof of identity and or authorisation is received depending on the request, in relation to UK-GDPR and the Access to Health Records Act 1990

Provide SAR completed requests in line with the requested format such as verbally, via paper or electronically. Ensure all electronic formats are password protected.

Plan and organise your workload, using your knowledge of the role to meet the expected targets and outcomes, i.e., dealing with court orders as a priority.

Escalate any delays or issues in completing SAR requests directly to your supervisor.

Utilising the SARs database, ensure records are up to date.

Ensure retrieval of information does not compromise data security.

Provide routine advice and guidance to internal and external requestors including patients and relatives on SAR processes and procedures in order to meet expectations.

Communicating with the requestor to ensure expectation are met.

Ensure compliance with all protocols relating to SAR processes.

Ensure safe and economical use of equipment and resources. Monitor stationary levels, advising the Team Leader when stock levels are low.

Demonstrate and explain processes and procedures to new starters within the SAR team.

Escalate concerns, issues and complaints which are outside of your scope of work to your Team Leader.

Work as part of a team to ensure that an efficient and quality service is provided at all times.

Be flexible to meet the requirements of the service.

Maintain up to date knowledge of UK-GDPR in relation to subject access.

Ensure confidentiality and privacy is maintained at all times