Access to Health Records Clerical Officer

Calderdale and Huddersfield NHS Foundation Trust; Halifax; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading healthcare provider in Halifax is looking for a dedicated professional to work within their Access to Health Records team. This role involves managing complex subject access requests, ensuring compliance with GDPR and related legislation, and maintaining clear communication with patients and external parties. Candidates should demonstrate strong analytical skills and the ability to handle sensitive information efficiently. Flexibility in working hours may be required to support service needs.

Qualifications

• Ability to analyse records and respond to requests promptly.
• Experience in dealing with sensitive information.
• Capability to work independently and within a team.

Responsibilities

• Respond to subject access requests within legally recognised timeframes.
• Ensure compliance with GDPR and Trust policies.
• Log all access requests and maintain database accuracy.

Skills

Knowledge of GDPR

Communication skills

Attention to detail

Job description

Job 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 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.

Key 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.
• Log all requests for access to health records on a database and keep 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, including communication with healthcare professionals of all disciplines.
• Liaise with secretarial staff and consultants to ensure that authorisation is received so that requests are completed within one Calendar Month of receipt.

Contact

Name: Jacqueline Sellars
Job title: Records and Reception Services Manager
Email address: [e-mail]
Telephone number: 01422224119

Theresa Donnelly, Assistant Records and Reception Manager, [e-mail] 01422 222216