Access to Health Records Clerical Officer

Calderdale and Huddersfield NHS Foundation Trust; Halifax; On-site; GBP 25,000 - 35,000; Full time

Job summary

A healthcare organization in Halifax is seeking an individual to join the Access to Health Records team, focusing on managing GDPR requests and ensuring compliance with data protection legislation. The ideal candidate will possess strong communication skills, the ability to work independently, and experience in handling sensitive information. Flexibility to support extended hours is essential.

Qualifications

• Experience in handling sensitive information under GDPR.
• Ability to analyse electronic and paper records.
• High attention to detail in managing requests.

Responsibilities

• Respond to subject access requests within legally recognised timeframes.
• Communicate effectively with patients and various agencies.
• Log all requests and ensure compliance with GDPR policies.

Skills

Knowledge of GDPR

Strong communication skills

Ability to work independently

Job description

Overview

To work as part of the Access to Health Records team working within and demonstrating a specialist knowledge of General Data Protection Regulation (GDPR) and the Access to Health Records Act 1990 (AHRA) in respect of complex and sensitive requests for information from patients and other sources within the strict time frames and guidelines set by GDPR. The post holder will ensure good communications are maintained across the service dealing with telephone/email and postal enquiries promptly and professionally. To be able to work on own initiative, but also work closely as part of a team to be able to compile Subject Access Requests within the given timescales. To provide a confidential and professional service in accordance with Trust policies and procedures. Flexibility of working is essential to support an extended day when necessary.

Main duties / Responsibilities

• Respond to subject access requests (SARS) within the current legally recognised timeframes. This will involve analysing electronic and paper records and producing documents for Patients, Solicitors, Police, Government Bodies, Other Hospitals, Coroner etc.
• Be compliant with the General Data Protection Regulation (GDPR)/Access to Health Records Act (AHRA) and Trust policies in respect of the sharing of information.
• Logging all requests for access to health records on a database and keeping the database updated at each step of the process. Respond proactively to all Subject Access requests for patient information ensuring all aspects of the GDPR/AHRA and service level agreements are appropriately adhered to. This may involve face to face liaisons with patients, patient's relatives or police officers and may require you to complete witness statements in relation to the handing over of medical records.
• Manage complex and sensitive verbal and written communication with patients, relatives and/or other parties or agencies in relation to subject access requests under GDPR/AHRA. This will also include communicating with healthcare professionals of all disciplines.
• Liaising with secretarial staff and consultants to ensure that authorisation is received so that requests are completed within one Calendar Month of receipt.

We provide information about our organisation and services as part of the job description. The content below describes the work context of CHFT and our broader service provision.