Medical Records Disclosure Specialist (6351)

Irwin Mitchell; Leeds; On-site; GBP 26,000 - 38,000; Full time

Benefits offered by this job

25 days holidays + bank holidays (buy

Generous pension scheme

Volunteering days – two days per year

Westfield Health membership

Job summary

Irwin Mitchell LLP is seeking a Medical Records Disclosure Specialist to join the Leeds-based Medical Records Team, supporting the national Medical Negligence practice. You will manage the disclosure lifecycle from initial request to receipt, ensuring records obtained are accurate and proportionate to the case.

You will liaise with NHS Trusts, GP practices and information governance teams, track progress, document actions, and escalate delays or risks as required.

Qualifications

• Experience of medical records disclosure or related field.
• Ability to manage multiple records providers and keep accurate records.
• Understanding of data protection and governance requirements.

Responsibilities

• Manage medical records disclosure requests from start to finish.
• Identify and request relevant and proportionate records.
• Track requests and escalate delays or risks as needed.
• Communicate with NHS Trust records teams, legal services and GP practices.
• Record actions and outcomes in case/document management systems.
• Provide clear progress updates to fee earners at key stages.
• Handle confidential information securely and comply with governance.

Skills

Attention to detail

Communication skills

Organisational skills

Digital systems proficiency

Process adherence

Tools

Case management system

Document management system

Job description

We’re a national law firm with a local reach. Our legal experts are here for you. Whether it’s personal or business, we understand that everyone’s situation is different. But we’re more than just a law firm – we’re a team of people working together to help individuals and businesses navigate life’s ups and downs. Working here you’ll feel a part of our friendly and inclusive environment.

We’ll value you for who you are and what you bring. We support each other and push boundaries to achieve incredible things and make a real difference to our clients and communities.

We're always looking to support our colleagues to work in a way that works best for them and everyone else, including our clients, the business and the regulators. Please speak to a member of our Recruitment and Onboarding team for more information.

We’re looking for a Medical Records Disclosure Specialist to join our newly established Medical Records Team, based in Leeds, supporting the national Medical Negligence team. This is an exciting opportunity become part of a national service that will play a critical role in progressing medical negligence cases.

In this role, you’ll take ownership of the medical records disclosure process from the initial request through to receipt. You’ll help ensure that accurate and proportionate records are obtained in a timely way, supporting liability investigations, expert instruction and the effective progression of medical negligence claims.

You’ll act as a consistent point of contact throughout the process, keeping disclosure activity on track, maintaining clear records and escalating delays or risks when necessary. This is an opportunity to play an important part in reducing avoidable delays and helping colleagues progress cases efficiently.

You will be:

• Managing medical records disclosure requests from start to finish, minimising delays and unnecessary handovers.
• Identifying and requesting records that are relevant and proportionate to the agreed case plan.
• Tracking requests and applying agreed follow-up, chasing and escalation processes.
• Communicating directly with NHS Trust records teams, legal services, information governance teams, GP practices and other records providers.
• Completing an initial check of records received and flagging missing periods, incomplete information or other apparent issues.
• Recording requests, acknowledgements, follow-up activity, escalations and outcomes accurately within the relevant case and document management systems.
• Providing clear and proactive progress updates to fee earners at key stages.
• Identifying and escalating delays, risks or potential non-compliance in line with agreed governance arrangements.
• Handling confidential and sensitive information safely and securely.
• Recording time spent on recoverable disclosure work accurately and in line with relevant guidance.
• Working collaboratively with fee earners, the MLR team and colleagues across the wider Medical Negligence team.
• Contributing to training, quality reviews and improvements to processes and team standards.

You don’t need to have followed a particular career path to succeed in this role. We’re interested in the relevant skills and experience you can bring from legal services, healthcare, administration, customer service, case handling or another process-led environment.

• Experience of completing work where accuracy and attention to detail are important, including checking information and identifying gaps or inconsistencies.
• Ability to organise and prioritise a varied workload, monitor progress and follow tasks through to completion.
• Experience of using digital systems to record actions and maintain clear, accurate and up-to-date information.
• Ability to communicate clearly and professionally with colleagues and external stakeholders, in writing and verbally.
• Ability to follow defined processes while using appropriate judgement to identify when an issue, delay or risk needs to be escalated.
• Able to take ownership of allocated work and progress it independently within agreed guidelines.
• Understanding of the importance of handling confidential and sensitive information securely.
• Ability to manage follow-up activity and agreed deadlines in a calm, structured and professional way.
• Able to provide clear updates on progress, issues and next steps to colleagues who may not have specialist knowledge of the disclosure process.

Desirable

• Experience gained within a legal, healthcare or other regulated environment.
• Experience of working to service levels, targets or agreed performance measures.
• Experience of using a case management or document management system.
• An understanding of medical records, healthcare documentation or records-disclosure processes.
• An understanding of relevant data protection requirements.
• Experience of handling challenging or time-sensitive conversations with external organisations.
• 25 days holidays as standard plus bank holidays - You can ‘buy’ up to 35hrs of extra holiday too.
• Generous and flexible pension schemes.
• Volunteering days – Two days of volunteering every year for a cause of your choice (fully paid)
• Westfield Health membership, offering refunds on medical services alongside our Aviva Digital GP services.

We also offer a wide range of well-being initiatives to encourage positive mental health both in and out of the workplace and to make sure you’re fully supported. This includes our Flexible by Choice programme which gives our colleagues more choice over a hybrid way of working subject to role, team and client requirements.

We have been ranked in the Best Workplaces for Wellbeing for Large Organisations for 2024!

Our responsible business programmes are fundamental to who we are and our purpose. We’re committed to being a diverse and inclusive workplace where our colleagues can flourish, and we have established a number of inclusion network groups across our business to support this aim.

Our commitment to Social Responsibility, community investment activity and tackling climate change is a fundamental part of who we are. It’s made up of four strands: Our People, Our Community, Our Environment and Our Pro Bono.

As part of the Irwin Mitchell Group’s on-boarding process all successful applicants are required to complete the group’s employment screening process. This process helps to ensure that all new employees meet our standards in relation to honesty and integrity therefore protecting the interests of the Group, colleagues, clients, partners and other stakeholders.

We carry out pre employment screening to establish your eligibility to work in the UK, criminal record and financial checks with our trusted 3rd parties.

The employment screening process will fully comply with Data Protection and other applicable laws.

Irwin Mitchell LLP is an equal opportunity employer.