Access to Records Administrator

Job description

Mid and South Essex NHS Foundation Trust is the only acute hospital provider in the Mid and South Essex Integrated Care System (ICS), which is a system of health and care partners working together for our local population.

Within Mid and South Essex there are 149 GP practices, operating from over 200 sites, forming 27 Primary Care Networks and one Ambulance Trust. There are also three main community and mental health service providers who work together through a community collaborative.

We collaborate with other valuable partners, including three Healthwatch organisations, nine voluntary and community sector organisations and three top tier local authorities, with seven district, borough and city councils, as well as our local universities.

Job overview

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.

Working for our organisation

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

Detailed job description and main 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 criteria

• Knowledge of GDPR/Data Protection Act • Access to Health Records Act knowledge • Information Governance experience • Experience handling confidential information • Understanding of consent, authority, and lawful disclosure

Administrative Experience and Organisation

Desirable criteria

• Managing complex workloads • Working to deadlines • Case management • Accurate record keeping • Managing requests from receipt to completion • Experience in administrative, health records, or legal settings

Communication and Customer Service Skills

Desirable criteria

• Telephone communication • Written communication • Dealing with difficult situations • Managing expectations • Working with patients and stakeholders • Compassionate communication

NHS Experience

Desirable criteria

• NHS employment history • Knowledge of NHS systems • Understanding of patient records • Medical records experience • Information governance within healthcare

IT Skills

Essential criteria

• Microsoft Excel • Word • Outlook • Electronic document management systems • Database systems • Scanning and digitisation

Working Independently and Problem Solving

Desirable criteria

• Taking ownership • Prioritising workload • Decision making • Working without close supervision • Escalating issues appropriately

Personal Attributes and Values

Essential criteria

• Reliability • Professionalism • Motivation • Adaptability • Team working • Supportive behaviour • Alignment with MSE values (Excellent, Compassionate, Respectful)

Please be aware as per the new Immigration guidelines we cannot sponsor candidates with a salary (full time or pro Rata) under the current minimum threshold.

Please note, the selection processes at Mid and South Essex NHS Foundation Trust are in place to ensure we recruit candidates with the right skills and values, please be advised that the use of AI in applications are monitored. We remain vigilant against candidates who misuse these tools to generate an application that doesn't accurately reflect their skills, and you will be required to declare on your application if AI has been used before submitting your application.

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