Subject Access Admin Clerk

Stockport NHS Foundation Trust; Stockport; On-site; GBP 37,000 - 45,000; Part time

Benefits offered by this job

Between 27-33 days of annual leave + B

Salary sacrifice schemes for lease car

Cycle to work scheme

Salary finance

Stockport Credit Union

Job summary

Stockport NHS Foundation Trust invites you to join the Subject Access Request (SAR) team, processing requests for health records from patients, police and third parties. The role covers data handling, GDPR timelines, and secure record release.

Working 36 hours across Monday to Friday, you will use Datix and hospital systems to locate, collate and return records, ensuring only data for the named patient is released and that all checks are completed.

Qualifications

• Good general secondary education or equivalent experience.
• Evidence of continued professional development.

Responsibilities

• Process correspondence with regard to requests for health records, this includes the appropriate consent & associated documents.
• Collate information and input all the data for each request onto the Datix system.
• Explain the process of a SAR when receiving telephone enquiries and assist applicants with requirement options.
• Utilise the hospital systems to establish when the patient has attended the hospital and in what format the records are held.
• Ensure the request is processed within the timescales set by GDPR and Trust policy.
• Locate, retrieve and return records to the Health Records library and various record stores across the Trust, ensuring the correct tracking of records at all times.
• Copy records using physical notes retrieved. Print records from various electronic systems as required.
• Co-ordinate Stockport Community and Tameside Glossop records, retrieving copies and permissions. Request records from off-site locations, e.g. District nurses and clinics.
• Copy the health record, ensuring only information relating to patient named on the record is contained within the file.
• Report all misfiled information on Datix.
• Ensure that each request is collated in its entirety.
• Ensure release forms are signed before sending records securely (via secure electronic portal/recorded delivery).
• Take responsibility for organising and prioritising your own work load.

Skills

Interpersonal skills

Communication

Distressed person handling

Deadline management

Initiative

Telephone manner

Workload prioritisation

Problem solving

Education

Good general secondary education

Continued professional development

Tools

Datix

NHS Hospital Systems

Job description

Come and join the Subject Access Request (SAR) team at Stockport NHS Foundation Trust.

You will be responsible for processing SARs received from patients, police and other third parties for copies of health records, radiology reports and other relevant medical records.

The post is for 36 hours a week, working over 5 days, Monday - Friday.

Important Notice on Visa Sponsorship Eligibility

Please note that whilst the trust does offer sponsorship this role isunfortunately not eligible for visa sponsorship under the UK Skilled Worker visa route. This is due to the position not meeting theminimum salary threshold of £41,200 per annumand/or the requiredskill levelset by UK Visas and Immigration.

We appreciate your interest in this opportunity and encourage applications from candidates who already have theright to work in the UK.

Main duties of the job

Process correspondence with regard to requests for health records, this includes the appropriate consent & associated documents.

Collate information and input all the data for each request onto the Datix system.

Explain the process of a SAR when receiving telephone enquiries and assist applicants with requirement options.

Utilise the hospital systems to establish when the patient has attended the hospital and in what format the records are held.

Ensure the request is processed within the timescales set by GDPR and Trust policy.

Locate, retrieve and return records to the Health Records library and various record stores across the Trust, ensuring the correct tracking of records at all times.

Copy records using physical notes retrieved. Print records from various electronic systems as required.

Co-ordinate Stockport Community and Tameside Glossop records, retrieving copies and permissions. Request records from off-site locations, e.g. District nurses and clinics.

Copy the health record, ensuring only information relating to patient named on the record is contained within the file.

Report all misfiled information on Datix.

Ensure that each request is collated in its entirety.

Ensure release forms are signed before sending records securely (via secure electronic portal/recorded delivery).

Take responsibility for organising and prioritising your own work load.

About us

We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers.

We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.

We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from you.

If you require support with your application please contact a member of the recruitment team, who can discuss alternative application methods.

We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.

Benefits we offer to you:

• Between 27-33 days of annual leave plus bank holidays
• Salary sacrifice schemes for lease cars, home electronics and more, to make your salary go further
• Cycle to work scheme
• Salary finance - for loans, savings, budget planning and tips on managing debt
• Stockport Credit Union- for local financial advice

Job responsibilities

The job description gives an overview of the main tasks and responsibilities of the role, and the person specification focuses on the qualifications, skills, experience and knowledge required. These documents are attached on the page and can be downloaded.

The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.

Person Specification

Education & Qualifications

• Good general secondary education or equivalent experience
• Evidence of continued professional development

Knowledge

• Knowledge of Data Protection Act
• Knowledge of Datix and NHS Hospital Systems

Experience

• Experience of working in a team
• Previous experience of dealing with the public
• Previous experience of working within the NHS / Multi-agency working

Skills & Abilities

• Excellent interpersonal / communication skills
• Ability to deal with distressed people / confrontational situations
• Ability to meet deadlines and remain calm under pressure
• Able to use own initiative
• Good telephone manner
• Ability to prioritise and manage own workload
• Problem solving

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Stockport NHS Foundation Trust

Address

Stepping Hill Hospital, Poplar Grove, Hazel Grove

Stepping Hill Hospital, Poplar Grove, Hazel Grove