Access to Information Assistant - Band 2

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.

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

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).

Qualifications

Essential: - Maths and English GCSE or equivalent, grade 4 or above

Experience/ Knowledge

Essential: - Recent Office/ Clerical Experience; - Understanding of standard office processes and procedures; - Knowledge of Microsoft word and databases

Desirable: - NHS background

Skills

Essential: - Good communication skills, verbal (inc telephone) and written; - Able to cope with pressure and work to deadlines

Desirable: - Organisational Skills; - Knowledge of the GDPR 2018 and the access to health records Act 1990

Specific requirements

Essential: - To be able to prioritse workload; - Work with minimal supervision; - Able to cope with pressures and work to strict deadlines