Access to Health Records Officer in Aylesbury

Buckinghamshire Healthcare NHS Trust (BHT) is an integrated provider of acute hospital and community services for people living in Buckinghamshire and the surrounding area. We care for over half a million patients every year.

• Provide specialist spinal services at our world renowned National Spinal Injuries Centre at Stoke Mandeville Hospital, the birthplace of the Paralympics.
• Nationally recognised for urology and skin cancer services.
• Regional specialist centre for burns, plastic surgery, dermatology, stroke and cardiac services.
• Deliver community services in health centres, schools, patients’ own homes, community hospitals and community hubs.

We are seeking a motivated Access to Health Records Officer to join our Medical Records team. You will play a key role in processing Subject Access Requests (SARs), ensuring patients and authorised representatives receive timely, lawful access to their health information. The role includes retrieving and preparing records, managing sensitive enquiries, and maintaining accurate documentation in line with GDPR and national legislation. You will also provide supportive Registration Authority (RA) duties, including assisting with Smartcard registration and access updates to help maintain secure digital access across the Trust. This is an excellent opportunity to develop specialist skills within Information Governance and contribute to a vital statutory service.

Main duties of the job:

• Receive, assess and process requests for access to patient records, ensuring valid consent and compliance with GDPR, the Data Protection Act 2018 and the Access to Health Records Act 1990.
• Locate, retrieve, prepare and collate patient records from both paper and digital systems, ensuring accuracy and confidentiality at all times.
• Maintain up-to-date records of all requests, monitor progress and support timely completion within statutory deadlines.
• Communicate professionally with patients, solicitors, staff and external organisations, handling sensitive enquiries with tact and discretion.
• Provide basic guidance to staff on data protection and access to records requirements.
• Support the Registration Authority (RA) function by assisting with Smartcard registration tasks such as identity checks, issuing and updating Smartcards under supervision.
• Escalate complex cases, concerns or potential issues to the Access & Registration Lead.
• Travel to other Trust sites to retrieve records when required.

What does Buckinghamshire Healthcare NHS Trust offer you?

As part of our BHT family, you’ll benefit from learning and development opportunities to support your career progression. Alongside NHS benefits of generous annual leave entitlement and pension scheme, you'll have access to NHS discount schemes. We provide a range of health and wellbeing services to promote a healthy, happy workforce.

What do we stand for?

Our vision is to provide outstanding care, support healthy communities and be a great place to work. Our mission is to provide personal and compassionate care every time. We are working hard to increase diversity at all levels within the trust. We believe a diverse workforce can have a positive effect on both staff wellbeing and patient outcomes. We welcome applications from black, Asian and minority ethnic candidates, LGBTQ+ candidates, candidates with disabilities and care-experienced candidates.

We make employment decisions by matching our service needs with the skills and experience of candidates, regardless of age, disability, gender, gender identity, marriage and civil partnership, pregnancy and maternity, race, religion or belief, or sexual orientation.

Person specification:

• Able to travel between all Trust sites.
• Minimum 6 months experience of office systems which includes handling queries from colleagues and public.
• Ability to communicate clearly and effectively with colleagues and public over telephone and face to face.

PPE requirements: Buckinghamshire Healthcare NHS Trust requires all colleagues to wear appropriate personal protective equipment (PPE) in accordance with our infection prevention and control procedures. COVID-19 and Flu vaccinations remain the best way to protect yourself, your family, your colleagues and of course our patients from the viruses when working in our healthcare settings. We encourage our staff to be vaccinated when recommended.

Application information:

If you are offered a job, information will be transferred into the national NHS Electronic Staff Records (ESR) system. Travel expenses for interviews will not be reimbursed. All Trust sites are NO SMOKING. Smoking in all areas of the buildings and premises is prohibited.