Subject Access Request Clerk in Stockport

Overview

You will be responsible for reviewing and processing subject access request (SAR) applications and ensuring information requested is shared within the statutory timescales and in line with Trust policy. You will be part of a team providing an essential function for the Trust on behalf of patients, police, solicitors and other significant parties external to the hospital. This is an opportunity to experience working in the NHS and at Stockport NHS Foundation Trust where people are warm and welcoming and striving to do the best for patients and staff.

Main Duties & Responsibilities

• Process correspondence with regard to requests for health records, including the appropriate consent and required associated documents.
• Communicate any further requirements with the applicant.
• Collate information and input all the data relating to each request onto the Datix system.
• Explain the process of a subject access request when receiving telephone enquiries and assist applicants with requirement options.
• Establish the extent and nature of records required/consented to.
• Utilise electronic hospital systems to establish when the patient has attended the hospital and in what format the records are held.
• Ensure the request is processed within the timescales set by GDPR and Trust policy.
• Locate, retrieve and return paper records from various record stores and libraries across the site, ensuring the correct tracking of all records.
• Copy records using the physical notes retrieved.
• Print records from various electronic systems as required.
• Co-ordinate Stockport Community and Tameside & Glossop records, retrieving copies and permissions.
• Request records from off-site locations, e.g., District nurses and various clinics.
• Copy the health record, ensuring that only information relating to the patient named on the record is contained within the file.
• Report all misfiled information on the Trust incident reporting system (Datix).
• Ensure that each request is collated in its entirety.
• Ensure each set of records has been screened appropriately prior to releasing to the requesting party.
• Ensure release forms are signed before sending the records securely (via secure electronic portal/recorded delivery).
• Take responsibility for organising and prioritising your own workload.
• Liaise with outside agencies with regard to any requests for health records and any queries that may arise, including solicitors and Government agencies, and advising of any potential delays.
• Liaise where appropriate with the Trust's Litigation team and Patient and Customer Services team when aspects of the services overlap.

The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.