Subject Access Request Administrator, Band 3

Job overview

Post holder to be part of a team dealing with all subject access requests (SARs) made to the Trust, and responding within the statutory timescales, and to assist with the smooth running of the department to achieve best possible compliance with deadlines.

We are advertising for 3 roles;

2 x 37.5 hours (permanent)

1 x 37.5 hours (fixed term 12 months)

Main duties of the job

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.

Detailed job description and main responsibilities

- 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 manne

- 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 manage

- Assist with the maintenance of office equipment

- Assist with ordering of stationery supplier

- 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

- Maintain daily contact with team colleagues to identify priorities and meet targets and deadlines

- Regularly update line manager to highlight outstanding issues, potential areas of concern and problematic requests.

- To have regular contact with other Trust administrative staff, clinical colleagues of all grades, the PALS team, other Trusts, and solicitors.  To liaise with Police, local authority legal team as required.