Main duties of the job
Retrieve, collate and read patient and corporate information from both electronic and paper records.
Receive and process complex and routine requests from a variety of sources including the general public, solicitors, police, local authorities, MPs, other NHS organisations.
About us
Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.
We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women's NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.
For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Women's Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.
Job description
Job responsibilities
Communicate with internal and external colleagues ie Medical staff, in a professional manner, using tact and diplomacy when dealing with anxious, bereaved or upset relatives.
Communication methods include, telephone, letter, email and face to face.
Liaise with medical staff where necessary in order to gain their professional opinion as to whether disclosure is likely to have a detrimental impact on the requestor
Maintain attention to detail when preparing information for release, including redacting or summarising information in accordance with departmental processes.
Using judgement and knowledge, including analysing basic Legal and medical terminology, to ensure that any information is redacted as necessary prior to disclosure in accordance with current legislation, including any third-party information documented in the records where it is not possible to obtain consent from the third party.
Utilising all the Trusts patient administration systems, retrieve and collate SAR requests. For systems not available to SARs, communicate with those services to provide the information.
Such services include radiology, GUM, dental and medical photography.
Ensure the correct proof of identity and or authorisation is received depending on therequest, in relation to UK-GDPR and the Access to Health Records Act 1990
Provide SAR completed requests in line with the requested format such as verbally, via paper or electronically. Ensure all electronic formats are password protected.
Plan and organise your workload, using your knowledge of the role to meet the expected targets and outcomes, i.e., dealing with court orders as a priority.
Escalate any delays or issues in completing SAR requests directly to your supervisor.
Utilising the SARs database, ensure records are up to date.
Ensure retrieval of information does not compromise data security.
Provide routine advice and guidance to internal and external requestors including patients and relatives on SAR processes and procedures in order to meet expectations.
Communicating with the requestor to ensure expectation are met.
Ensure compliance with all protocols relating to SAR processes.
Ensure safe and economical use of equipment and resources. Monitor stationary levels, advising the Team Leader when stock levels are low.
Demonstrate and explain processes and procedures to new starters within the SAR team.
Escalate concerns, issues and complaints which are outside of your scope of work to your Team Leader.
Work as part of a team to ensure that an efficient and quality service is provided at all times.
Be flexible to meet the requirements of the service.
Maintain up to date knowledge of UK-GDPR in relation to subject access.
Ensure confidentiality and privacy is maintained at all times
Person Specification
Qualifications
Essential
- Educated to GCSE standard (level 2) with 4 GCSE's at level A-C or equivalent experience in an administrative field.
- ECDL, or equivalent of experience of working with IT
Experience
Essential
- Demonstrable experience of dealing with the public and external organisations
- Demonstrable experience of working to deadlines and targets
- Experience of working within a team and supporting colleagues
Desirable
- Experience of retrieving information
- Experience of working in an NHS environment
Knowledge
Essential
- Knowledge of requirements of confidentiality
Desirable
- Knowledge of Data Protection legislation
- Knowledge of PAS and Hospital systems
