Access to Records Administrator

Mid and South Essex NHS Foundation Trust; Chelmsford; On-site; GBP 21,000 - 27,000; Full time

Job summary

Mid and South Essex NHS Foundation Trust is seeking a motivated Access to Records Administrator to join our Access to Records team. You will handle requests from patients, Coroners, Courts, and external organisations with care and professionalism.

You will ensure compliance with GDPR and health records policies, maintain accurate records, and keep applicants informed of response times. The role requires excellent communication and organisational skills to support sensitive cases and work within

Responsibilities

• Deal with access to records requests ensuring compliance with national legislation and local policies
• Provide copies of health records to patients, courts, solicitors, police and other organisations when appropriate
• Ensure all checks are undertaken and that applicants have authority and consent to access records
• Ensure records are accurate, legible, complete and provided in the format requested
• Keep requesters informed of response times and potential delays
• Work with Trust policies and procedures to manage GDPR timescales and liaise with relevant departments
• Handle telephone requests and queries from other departments in a prompt and courteous manner

Job description

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., 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.

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