Subject Access Request Clerk

The post is for 15 hours per week, Monday to Friday. Specific working days, and start and finish times to be negotiated.

You will be responsible for a variety of administration duties, including processing subject access requests (SARs) for copies of health records from patients, police and other third parties. The post is working within the Quality Governance team at the Stepping Hill hospital site.

As this role will involve dealing with the public, excellent communication and inter-personal skills are essential.

Computer skills are essential.

The post holder will be part of the team reviewing and processing subject access request (SAR) applications from patients, police and other relevant parties for access to Health Records within the required timescales as per statutory guidelines and as governed by the Trust's Access to Information policy.

Full training will be given to the successful candidate in the relevant systems that will need to be used to fulfil this role, such as Datix, Patient Centre, Evolve, Advantis CDS.

The successful applicant will be warmly welcomed into the Subject Access Request department and the wider Quality Governance team.

We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers.

We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.

We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from you.

If you require support with your application please contact a member of the recruitment team, who can discuss alternative application methods.

We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.

Benefits we offer to you:

• Between 27-33 days of annual leave plus bank holidays
• Salary sacrifice schemes for lease cars, home electronics and more, to make your salary go further
• Cycle to work scheme
• Salary finance - for loans, savings, budget planning and tips on managing debt
• Stockport Credit Union- for local financial advice

You will be responsible for reviewing and processing subject access request (SAR) applications and ensuring information requested is shared within the statutory timescales and in line with Trust policy.

You will be part of a team providing an essential function for the Trust on behalf of patients, police, solicitors and other significant parties external to the hospital.

This is an opportunity to experience working in the NHS and at Stockport NHS Foundation Trust where people are warm and welcoming and striving to do the best for patients and staff.

Main

Duties & Responsibilities:

• Process correspondence with regard to requests for health records. This includes the appropriate consent and required associated documents. Communicate any further requirements with the applicant.
• Collate information and input all the data relating to each request onto the Datix system.
• Explain the process of a subject access request when receiving telephone enquiries and assist applicants with requirement options.
• Establish the extent and nature of records required/consented to.
• Utilise electronic hospital systems to establish when the patient has attended the hospital and in what format the records are held.
• Ensure the request is processed within the timescales set by GDPR and Trust policy.
• Locate, retrieve and return paper records from various record stores and libraries across the site, ensuring the correct tracking of all records.
• Copy records using the physical notes retrieved. Print records from various electronic systems as required.
• Co-ordinate Stockport Community and Tameside & Glossop records, retrieving copies and permissions. Request records from off-site locations, eg. District nurses and various clinics.
• Copy the health record, ensuring that only information relating to the patient named on the record is contained within the file.
• Report all misfiled information on the Trust incident reporting system (Datix).
• Ensure that each request is collated in its entirety.
• Ensure each set of records has been screened appropriately prior to releasing to the requesting party.
• Ensure release forms are signed before sending the records securely (via secure electronic portal/recorded delivery).
• Take responsibility for organising and prioritising your own work load.
• Liaise with outside agencies with regard to any requests for health records and any queries that may arise, this includes solicitors and…