Bank Subject Access Request Administrator

Job overview

Gloucestershire Hospitals NHS Foundation Trust is looking for reliable and organised Bank staff to support our Subject Access Request service within Digital, Technology & Insights (DTI). This is an excellent opportunity to gain experience in a busy NHS information governance environment, helping ensure requests for access to health records are handled efficiently, confidentially and within statutory timescales.

Main duties of the job

Working as part of a supportive team, you will help coordinate and process Subject Access Requests, maintain accurate records and databases, check documentation, liaise with colleagues and requestors, and support the smooth running of the department. We are seeking candidates with demonstrable administrative experience, strong organisational skills, excellent written and verbal communication, and the ability to prioritise work accurately and sensitively. Previous healthcare experience and knowledge of hospital systems such as our Patient Admin System (TrakCare) would be helpful but are not essential.

Detailed job description and main responsibilities

PROCESSING ACCESS TO HEALTH RECORDS APPLICATIONS

• Responsible within a team for co-ordinating and ensuring that all SARs are dealt with in an efficient and timely manner within the statutory timescales.
• Creation, use and maintenance of databases/spreadsheets for logging of all SARs, ensuring accurate recording and clear and accessible audit trail of receipt and process of requests.
• Responsible for processing all associated documentation regarding appropriateness of requests, authority to request, obtaining medical agreement to disclose, identification check of the requestor, and that these processes are consistent, transparent and compliant.
• Responsible for checking requested information for content, accuracy, information of a sensitive nature, third party information, and that misfiled records are retrieved and replaced in correct records.
• Ensure that processes are in place to retrieve records, make copies and disclose to requestor.
• Where requests for deceased records do not meet legal criteria for disclosure, seek assistance of PALS team to assist the requestor.
• Authorise release of records where appropriate, and where appropriate seek approval from line manager.
• Ensure disclosure is made by protected electronic file transfer, secure post or other agree method.
• Ensure correct storage, retention and disposal of all paperwork in accordance with the Data Protection Act 2018 and Trust policies.
• Liaise with and meet requestors where they prefer to inspect records rather than obtain copies.
• Liaise with the legal team where requests are received as part of a clinical negligence claim.
• Responsible for producing figures and reports at request of the Head of Legal Services, for compliance purposes.
• Ensure all telephone enquiries are dealt with in an efficient and confidential manner.
• Ensure all paper records are processed and tracked in accordance with Trust policies.
• To keep up to date with developments and service changes in relation to health records management, data protection requirements and other relevant law relating to disclosure.
• To actively promote best practice within the service, and report any concerns to line manager.
• To contribute to and support service planning and developments under the direction of the line manager.

GENERAL ADMINISTRATIVE DUTIES

• -        Assist with the maintenance of office equipment -        Assist with ordering of stationery supplies -        Assist with support of any junior colleagues, Bank and volunteer staff -        Assist with any other administrative duties to ensure the smooth running of the department