About this role
Job summary
We are seeking a committed individual to join our Access to Information Team on a 9-month fixed-term basis.
The role will assist in providing an efficient and effective administrative service to the Access to Information Team of the United Lincolnshire Teaching Hospitals NHS Trust. This role will help support the Trust in responding to Subject Access Requests under Data Protection legislation.
This is an on-site role, as access to paper clinical records is involved, access to secure information systems, and team working required to deliver safe and effective request handling.
Main duties of the job
*Update and maintain the departments case management system for all requests for access to records. This includes initial logging, updates and final disclosure.
*Deal with enquiries and exchange information with staff, patients and others, verbally, electronically and in writing using sensitivity, diplomacy and tact.
*Retrieve, locate and track health records, ED records and radiology requests for records whilst working to set deadline. Reading requests and patient information to ensure all relevant notes are present.
*Interrogate Trust patient systems to locate patients, find relevant information and respond to queries.
*Photocopy, collate from digital systems and scan health records in accordance with departmental procedures and statutory obligations.
*Good Team working skills are required within the admin team and wider Information Governance team and in operational and clinical areas.
About us
Lincoln Hospital is a thriving university city and with the opening of the medical school, it provides all major specialties and a 24-hour major accident and emergency service.
United Lincolnshire Hospitals NHS Trust has been granted teaching hospital status, after demonstrating evidence to significant teaching commitment. From now on it will be known as United Lincolnshire Teaching Hospitals NHS Trust.
Lincolnshire Community Health Services NHS Trust (LCHS) and United Lincolnshire Hospitals NHS Trust (ULHT) have come together in a Group arrangement, with the goal of improving the care provided to patients across the county.
This does not constitute a formal merger of the two organisations, but brings the Trusts together under a single Board and Executive Leadership Team, with the goal of improving the care that is provided to patients both in the community and in hospitals across Lincolnshire. Both Trusts retain their separate statutory names and legal obligations.
The Group is known as Lincolnshire Community and Hospitals NHS Group (LCHG).
Job description Job responsibilities
Job Role
*Update and maintain the departments case management system for all requests for access to records. This includes initial logging, updates and final disclosure.
*Deal with enquiries and exchange information with staff, patients and others, verbally, electronically and in writing using sensitivity, diplomacy and tact.
*Retrieve, locate and track health records, ED records and radiology requests for records whilst working to set deadline. Reading requests and patient information to ensure all relevant notes are present.
*Interrogate Trust patient systems to locate patients, find relevant information and respond to queries.
*Photocopy, collate from digital systems and scan health records in accordance with departmental procedures and statutory obligations.
*Good Team working skills are required within the admin team and wider Information Governance team and in operational and clinical areas.
*Report any breaches or potential breaches of statutory timescales to theManager.
*To ensure confidentiality in line with legislation and Trust Policy on all matters relating to patients, staff and Trust business.
Knowledge & experience*Working knowledge of standard administrative office processes and procedures*Knowledge and understanding of GDPR 2018, Access to Health Records*Knowledge of hospital procedures and structure*Experience of using IT systems
Skills*Good IT skills*Good communication skills both verbally and written
Behaviour*Flexibility, adaptability and the ability to deal with change*Polite and courteous to staff, solicitors and other professional bodies*Ability to work under pressure
Person Specification
Education Essential
Maths and English GCSE or equivalent, grade 4 or above
Experience/ Knowledge Essential
Recent Office/ Clerical Experience Understanding of standard office processes and procedures Knowledge of Microsoft word and databases
Desirable
NHS background
Skills Essential
Good communication skills, verbal (inc telephone) and written Able to cope with pressure and work to deadlines
Desirable
Organisational Skills Knowledge of the GDPR 2018 and the access to health records Act 1990
Specific requirements Essential
To be able to prioritse workload Work with minimal supervision Able to cope with pressures and work to strict deadlines
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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name United Lincolnshire Hospitals NHS Trust
Address Lincoln County Hospital
Greetwell Road
Lincoln
LN2 5QY
United Kingdom
Employer's website https://www.ulh.nhs.uk/ (Opens in a new tab)