Access to Information Assistant Full Time NEW

The role will assist in providing an efficient and effective administrative service to the Access to Information Team of the United Lincolnshire Teaching Hospitals NHS Trust. This role will help support the Trust in responding to Subject Access Requests under Data Protection legislation.

This is an on‑site role, as access to paper clinical records is involved, access to secure information systems, and team working required to deliver safe and effective request handling.

• Update and maintain the departments case management system for all requests for access to records. This includes initial logging, updates and final disclosure.
• Deal with enquiries and exchange information with staff, patients and others, verbally, electronically and in writing using sensitivity, diplomacy and tact.
• Retrieve, locate and track health records, ED records and radiology requests for records whilst working to set deadline. Reading requests and patient information to ensure all relevant notes are present.
• Interrogate Trust patient systems to locate patients, find relevant information and respond to queries.
• Photocopy, collate from digital systems and scan health records in accordance with departmental procedures and statutory obligations.
• Good Team working skills are required within the admin team and wider Information Governance team and in operational and clinical areas.

Lincoln Hospital is a thriving university city and with the opening of the medical school, it provides all major specialties and a 24-hour major accident and emergency service.

United Lincolnshire Hospitals NHS Trust has been granted teaching hospital status, after demonstrating evidence to significant teaching commitment. From now on it will be known as United Lincolnshire Teaching Hospitals NHS Trust.

Lincolnshire Community Health Services NHS Trust (LCHS) and United Lincolnshire Hospitals NHS Trust (ULHT) have come together in a Group arrangement, with the goal of improving the care provided to patients across the county.

This does not constitute a formal merger of the two organisations, but brings the Trusts together under a single Board and Executive Leadership Team, with the goal of improving the care that is provided to patients both in the community and in hospitals across Lincolnshire. Both Trusts retain their separate statutory names and legal obligations.

The Group is known as Lincolnshire Community and Hospitals NHS Group (LCHG).

Job Role

• Update and maintain the departments case management system for all requests for access to records. This includes initial logging, updates and final disclosure.
• Deal with enquiries and exchange information with staff, patients and others, verbally, electronically and in writing using sensitivity, diplomacy and tact.
• Retrieve, locate and track health records, ED records and radiology requests for records whilst working to set deadline. Reading requests and patient information to ensure all relevant notes are present.
• Interrogate Trust patient systems to locate patients, find relevant information and respond to queries.
• Photocopy, collate from digital systems and scan health records in accordance with departmental procedures and statutory obligations.
• Good Team working skills are required within the admin team and wider Information Governance team and in operational and clinical areas.
• Report any breaches or potential breaches of statutory timescales to the Manager.
• To ensure confidentiality in line with legislation and Trust Policy on all matters relating to patients, staff and Trust business.

Knowledge & experience

• Working knowledge of standard administrative office processes and procedures
• Knowledge and understanding of GDPR 2018, Access to Health Records
• Knowledge of hospital procedures and structure
• Experience of using IT systems

Skills

• Good IT skills
• Good communication skills both verbally and written

Behaviour

• Flexibility, adaptability and the ability to deal with change
• Polite and courteous to staff, solicitors and other professional bodies
• Ability to work under pressure