Job Description
Job summary We are looking to appoint a FOI and Access to Health Records Officer - hours per week to work within the FOI and Access to Health Records Team.To process a caseload of requests for medical records in line with the requirements of the General Data Protection Regulations (GDPR) and Health Records Act (HRA) 1990 to patients, third parties and other organisations and to liaise with the Criminal Injuries Compensation Board and Department of Work and Pensions in relation to requests for personal information. ************Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested. Main duties of the job To learn and have a working knowledge of all systems that hold medical records as well as the IPM and CRRS system To understand the paper records filing system in order to locate and chase paper records To understand the hospital lay out to find paper records from around the Trust and / or Group as appropriate To scan records in where necessary for urgent requests To supply all appropriate records as the request stipulates and in line with patient consent. Finding records whether paper or electronic on various systems Use software to combine, redact and administer records appropriately. Please be advised that interviews are proposed to take place in week commencing 30th September. About us We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do. Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare. We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire ( By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team. The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values. Job description Job responsibilities To manage FOI requests following the FOI end to end process in logging, receipting, checking, processing and drafting FOI responsesTo be familiar with all types of requests coming into the office, checking all requests for authenticity, accuracy of information, the type of request and deadlineTo prioritise your workload in view of urgent requests that may come in, working collaboratively with your colleaguesTo discern difficult requests involving safeguarding matters and to seek advice on the redaction and disclosure of these as appropriateTo be aware of new requests received by e-mail, post, on the data management system or by phone throughout the dayTo prioritise and to react to urgent short notice requests from the police, courts, coroner, or other healthcare providers with support from your team and the access team leader as necessaryTo pass on requests to the legal team as appropriateTo be able to work in an organised manner, working simultaneously on several requests and to have an eye for detail, to check for completeness and correct details on all documents for relevant information, errors and misfilesTo understand what to redact in terms of third-party information and to remove it conscientiously, taking advise from FOI and A2HR Team Leader as appropriateTo be constantly aware of statutory deadlines and work to those deadlines diligently, supplying information in a timely mannerTo respond to delays in the process and work to resolve issues making the FOI and A2HR Team Leader aware of problems when they ariseTo have strong communication skills with patients and relatives, being able to undertake complicated conversations in relation to access to health records, employing patience and understanding where there may be a language barrier, impairment, illness, bereavement, frustration or emotional distress and to communicate effectively with Trust and / or Group colleagues and outside agencies in a professional, kindly mannerTo be able to apply the principles of Data Protection and the laws around access to standard requests, with support from the FOI and A2HR Manager/Team Leader if the request is complex or unusualTo ensure patient confidentiality at all times, taking care not to divulge personal information to anyone who does not have the right-to-know and to keep all information secure, taking care only to transmit information by a secure means in line with Trust and / or Group policy to those who have a right to the information by lawTo have a flexible and positive attitude to changing and improving practices and to contribute to the smooth running of the office putting forward ideas for improvementTo work as a team as well as being able to prioritise own workloadTo report any breaches of confidential information on the Datix reporting systemTo identify the appropriate patients and log all requests for information on the appropriate access database and to take a systematic approach to working through the request from receipt to completion. Keeping an auditable record of progress with accurate details for each request. For further details of the role please see the attached job description. Person Specification Qualifications Essential See supporting documents Experience Essential See supporting documents Desirable See supporting documents Knowledge Essential See supporting documents Skills Essential See supporting documents