About this role
Job summary
We are looking for a motivated individual with excellent communication, interpersonal and organisational skills who is dedicated to working as part of our friendly team
The Access to Records team are responsible for delivering the complete Access to Records Service in accordance with the legal requirements as defined in the General Data Protection Regulations (2018) and the Health Records Act. Requests may be received from individual patients, Coroners, Courts, Review Panels, Solicitors, Police, Local Authorities and external organisations
You will deal with access to records requests ensuring compliance with national legislation and local policies, including managing requests in an efficient and appropriate manner and within set deadlines
Access to Records Administrators provide copies of health records to individual patients, Coroners, Courts, Review Panels, Solicitors, Police, Local Authorities, other NHS Providers and external organisations when appropriate and legal to do so
You will ensure that all relevant checks have been undertaken and that applicants have appropriate authority and consent to access records. All copies of records will be accurate, legible, complete and provided in the format that they were requested and you will be based in one of the Trusts Access to Records Departments.
Main duties of the job
Provide relevant support to Access to Records staff in listening, helping and assisting patients sensitively who may be bereaved or dealing with complex family situations.
To ensure requester's are kept fully informed of, response times and potential delays in providing information.
Deal with telephone requests and queries from other departments in a prompt and courteous manner.
To ensure all service users are dealt with in a positive and professional manner, using judgement and discretion when necessary.
To ensure consultant or clinical lead is contacted when a request demands such appropriate action.
Work within Trust policies and procedures to manage Access to Records requests within agreed GDPR timescales.
To ensure that relevant and accurate information is obtained for the requester, which may include information from the Patient Administration System, Accident and Emergency System, Manual Health Records and/or X-Rays.
Once approval has been received from all relevant parties ensure that the information required is made available in a timely manner and sent securely to the requester.
Ensure that all health records are correctly tracked using the electronic case note tracking system and liaise with departments that fail to comply.
To carry out intensive searches for notes that are missing or has been misfiled in the Health Records Centre.
About us
Our ambition is to deliver excellent local and specialist services, to improve the health and well being of our patients, and provide a vibrant place for staff to develop, innovate and build careers.
We aim to make the most of our skills and experiences so we can become the best we can be. As one organisation we will recruit the finest and retain more specialist staff due to more employment opportunities across our Trust
Job description Job responsibilities
For more information on this varied and rewarding role, please see the attached Job Description.We look forward to your application!Please be aware that we reserve the right to close the vacancy early should a high number of applications be received.Unfortunately, there is no Visa Sponsorship available for this role. Whilst we are able to employ candidates on a graduate Visa, we are unable to offer sponsorship once the graduate visa expires.
Person Specification
GDPR and Access to Records Knowledge Desirable
oKnowledge of GDPR/Data Protection Act oAccess to Health Records Act knowledge oInformation Governance experience oExperience handling confidential information oUnderstanding of consent, authority, and lawful disclosure
Administrative Experience and Organisation Desirable
oManaging complex workloads oWorking to deadlines oCase management oAccurate record keeping oManaging requests from receipt to completion oExperience in administrative, health records, or legal settings
Communication and Customer Service Skills Desirable
oTelephone communication oWritten communication oDealing with difficult situations oManaging expectations oWorking with patients and stakeholders oCompassionate communication
NHS Experience Desirable
oNHS employment history oKnowledge of NHS systems oUnderstanding of patient records oMedical records experience oInformation governance within healthcare
IT Skills Essential
oMicrosoft Excel oWord oOutlook oElectronic document management systems oDatabase systems oScanning and digitisation
Working Independently and Problem Solving Desirable
oTaking ownership oPrioritising workload oDecision making oWorking without close supervision oEscalating issues appropriately
Personal Attributes and Values Essential
oReliability oProfessionalism oMotivation oAdaptability oTeam working oSupportive behaviour oAlignment with MSE values (Excellent, Compassionate, Respectful)
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Mid and South Essex NHS Foundation Trust
Address Broomfield
Court Road
Chelmsford
CM1 7ET
United Kingdom
Employer's website https://www.mse.nhs.uk (Opens in a new tab)