Access to Health Records Officer

BUCKINGHAMSHIRE HEALTHCARE NHS TRUST; Aylesbury; On-site; GBP 21,000 - 27,000; Full time

Job summary

Buckinghamshire Healthcare NHS Trust is seeking an Access to Health Records Officer to join the Medical Records team. You will process Subject Access Requests (SARs), retrieve and prepare records, and ensure GDPR-compliant handling of health information.

You will also assist with Registration Authority tasks, including basic Smartcard registration and access updates, and travel to other Trust sites as required to support secure and timely access to records.

Qualifications

• GDPR and Data Protection Act 2018 awareness
• Confidentiality and sensitivity in handling health records
• Basic understanding of Information Governance principles

Responsibilities

• Receive, assess and process requests for access to patient records, ensuring valid consent and compliance with GDPR, the Data Protection Act 2018 and the Access to Health Records Act 1990.
• Locate, retrieve, prepare and collate patient records from paper and digital systems, ensuring accuracy and confidentiality at all times.
• Maintain up-to-date records of all requests, monitor progress and support timely completion within statutory deadlines.
• Communicate professionally with patients, solicitors, staff and external organisations, handling sensitive enquiries with tact and discretion.
• Provide basic guidance to staff on data protection and access to records requirements.
• Support the Registration Authority function by assisting with Smartcard registration tasks such as identity checks, issuing and updating Smartcards under supervision.
• Escalate complex cases, concerns or potential issues to the Access & Registration Lead.
• Travel to other Trust sites to retrieve records when required.

Job description

We are seeking a motivated Access to Health Records Officer to join our Medical Records team. You will play a key role in processing Subject Access Requests (SARs), ensuring patients and authorised representatives receive timely, lawful access to their health information. The role includes retrieving and preparing records, managing sensitive enquiries, and maintaining accurate documentation in line with GDPR and national legislation. You will also provide supportive Registration Authority (RA) duties, including assisting with Smartcard registration and access updates to help maintain secure digital access across the Trust. This is an excellent opportunity to develop specialist skills within Information Governance and contribute to a vital statutory service.

• Receive, assess and process requests for access to patient records, ensuring valid consent and compliance with GDPR, the Data Protection Act 2018 and the Access to Health Records Act 1990.
• Locate, retrieve, prepare and collate patient records from both paper and digital systems, ensuring accuracy and confidentiality at all times.
• Maintain up-to-date records of all requests, monitor progress and support timely completion within statutory deadlines.
• Communicate professionally with patients, solicitors, staff and external organisations, handling sensitive enquiries with tact and discretion.
• Provide basic guidance to staff on data protection and access to records requirements.
• Support the Registration Authority (RA) function by assisting with Smartcard registration tasks such as identity checks, issuing and updating Smartcards under supervision.
• Escalate complex cases, concerns or potential issues to the Access & Registration Lead.
• Travel to other Trust sites to retrieve records when required.

Why colleagues think we are a great place to work!

What does Buckinghamshire Healthcare NHS Trust offer you? As part of our BHT family, you'll benefit from learning and development opportunities to support your career progression. Alongside NHS benefits of generous annual leave entitlement and pension scheme, you'll have access to NHS discount schemes. We provide a range of health and wellbeing services to promote a healthy, happy workforce.

What do we stand for? Our vision is to provide outstanding care, support healthy communities and be a great place to work. Our mission is to provide personal and compassionate care every time. We are working hard to increase diversity at all levels within the trust. We believe a diverse workforce can have a positive effect on both staff wellbeing and patient outcomes.