Subject Access Clerk

The post holder is responsible for the day to day operation of the office, implementing and maintenance of office procedures to ensure all subject access requests from solicitors, patients and external agencies are processed, in accordance with Department of Health legislation/timeframes pertinent to the access of clinical records., Accurately enter and maintain effective systems for recording, controlling and responding to subject access request via the Trust Datix System. Request casenotes, casualty cards and associated records appropriate in order to process all subject access requests (including data stored on electronic computer systems or paper format). Ensure that appropriate sections of the casenote/patients records are dispatched to applicants within the statutory timescale and any sections identified for redaction are omitted from the final copies (e.g. 3rd party information). Ensure that clinical consent is received as necessary before releasing information, ensuring this is completed in the statutory timeframe. Ensure that all requests for radiology, physiotherapy, etc are forwarded to the relevant department for actioning. Participate in the scanning process of any AE cards returned from the Trust's off site storage company into the Windip scanning solution. Process sensitive subject access requests in relation to G.U.M records (Genito-Urinary Medicine, photographs for child proceeding court cases), police investigation claims, Safeguarding, providing copies of patient records where consent has been given. Prioritise and organise own workload and duties, review urgent work and plan/adjust workload accordingly to ensuring agreed/statutory timescales are met. Responsible for the completion of Incident Reporting Forms as and when necessary.Working for our organisation The five provider NHS trusts in Lancashire and South Cumbria are working together as partners, delivering joint priorities to improve health and healthcare. Together, we aim to drive up quality by sharing skills and best practice, pooling our resources and standardising the way we work to reduce variation and duplication. We want to ensure patients have equal access to the same high-quality care wherever they live. We also want our colleagues to have the same high-quality experience wherever they work. Conduct duties with regard to values underpinning the Trust's Vision "to be widely recognised for providing safe, personal and effective care":- Values:- · Respecting the individual · Putting patients and customers first · Promoting positive change · Acting with integrity · Serving the community Underpinning the Trust's vision and values are the following key operating principles that influence the way in which the Trust does business:- · Understand the world we live in and deal with it · We are clinically led and management supported · Support departments support the front line · Everything is delivered by and through Divisions · Compliance with standards and targets are a given. They are the things we do to help secure our independence and influence · Quality is our organising principle - driving quality up and cost down is not mutually exclusive, Act as point of contact and communicate formally with patients or their representatives, providing guidance on non-clinical issues, solicitors, H.M coroners, and other external agencies in relation to all subject access requests using own initiative when dealing with enquiries, redirecting/taking messages as appropriate. Liaise with Police and other authorities in relation to statements for criminal injuries, safeguarding etc, providing copies of patient's records in line with the data protection act. Be prepared to attend court as a witness if called upon. Communicate internally with, Legal Services, Quality and Safety members, staff at all levels within the organisation in relation to the commencement, process of subject access requests/potential negligence claims. Manage telephone enquiries from other departments, patients, public, outside agencies and assists other staff as appropriate with tact and sensitivity, maintaining confidentiality at all times and taking appropriate action. Liaise when necessary with the Data Subject or their representative in relation to a subject access request, the provision of additional information and any need for an extension regarding timeframes for responding to the request. Provide advice, instruction and guidance to Trust staff in relation to subject access requests in line with Department of Health legislation and guidance. Excellent communication and interpersonal skills, both verbal and written forma with the ability to communicate with staff and external stakeholders at all levels. Attend the monthly staff Communication Team Meeting and any relevant meetings prevalent to the role. Training and Development: Take part in all mandatory core skills training programmes. Participate in the Personal Development Review process and relevant training/education to meet development needs. Maintain current knowledge of the application of the Data Protection Act and forthcoming General Data Protection Regulations. Professional Responsibilities: Adheres to the departmental dress code policy and Bare below Elbow policy when visiting clinical areas Maintains confidentiality at all times and follows DOH guidance in relation to all Subject Access Requests. Adheres to departmental and Trust policies and procedures. EMPLOYMENT ACTS AND CODES OF PRACTICE All employees are required to comply with employment legislation and codes of good practice. Equality and Diversity We are an Equal Opportunities employer and will do all we can to make sure that job applicants and employees do not receive less favourable treatment because of their age, sex, marital status, faith, race, disability or sexual orientation, or for any other reason that is not justified. Health and Safety In accordance with the Health and Safety at Work Act 1974, and other supplementary legislation, all employees are required to follow Trust Health and Safety policies and safe working procedures, take reasonable care to avoid injury during the course of their work, and co-operate with the Trust and others in meeting statutory requirements. Infection Control All employees must comply with Prevention and Control of Infection polices and attend any related mandatory training. Sustainability and Corporate Social Responsibility The Trust attaches great importance to Sustainability and Corporate Social Responsibility. It is the responsibility of all members of staff to ensure that the Trust's resources are used efficiently with minimum wastage throughout their daily activities Risk Management Employees are required to report every incident where the health and safety of self or others has been jeopardised (including near misses) and to carry out or participate in investigations into such incidents as required. Safeguarding All employees have a responsibility for safeguarding and promoting the welfare of children and adults. Further guidance can be sought from your Line Manager. Data Protection Act All members of staff are bound by the requirements of the Data Protection Act 2018 Rules, Regulations, Policies, Standing Orders and Financial Instructions All employees are required to comply with the rules, regulations, policies, standing orders and financial instructions of the Trust. Research and Development Projects Whenever you decide to undertake a piece of research, either as a Principal Investigator or Local Researcher, or Assistant Researcher, you must comply with the principles of Clinical Governance and the Research Governance Framework. Development Review Key performance objectives, development needs and compilation of a Personal Development Plan will be discussed and agreed at Annual Development Review meetings. Training Post holders are required to attend any relevant and mandatory training/updates for the post (internal and external accredited training).

• Knowledge of the Data Protection Act, Freedom of Information regulations in relation to subject access requests
• IT/ Keyboard skills
• Excellent interpersonal and communication skills to communicate with staff at all levels within the organisation/external stakeholders
• Accuracy and attention to detail
• Excellent organisational skills
• Flexible to adapt to the changing demands/priorities within the course of the day
• Ability to work with regular interruptions in a busy environment
• Knowledge of patient administration system, data base entry and other systems/departments, Willingness to learn new systems and processes
• Ability to solve problems, take responsibility and think independently taking advice when required
• Ability to demonstrate confidentiality and sensitivity when dealing with the Data Subject, their representative, external stakeholders.
• Ability to work under pressure and use own initiative in relation to highly complex issues.
• Ability to recognise when issues require escalation to a more senior member of staff
• Ability to implement clearly defined policies and procedures.
• Evidence of ongoing personal/professional development, Willingness to work between Trust sites as required.
• Willingness to work across the departmental shift patterns to cover opening hours of the service., English Language and Maths Qualification Grade 4 or equivalent level of skill
• NVQ Administration Level 3 or equivalent level of skill/experience
• ECDL or equivalent level of experience Undertaken accredited training in relation to Subject Access/GDPR, Extensive experience of working in a similar role, Experience of working in the NHS or legal background
  
  At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom are internationally renowned and have won awards for their work.
One LSC is a new collaborative partnership shared service formed by the five NHS Trusts serving the Lancashire and South Cumbria population of 1.8 million people. We are a shared service run by the NHS, for the NHS and are hosted by East Lancashire Hospitals NHS Trust on behalf of the partner Trusts of the Lancashire and South Cumbria system. One LSC stands for 'One Lancashire and South Cumbria' and reflects the Lancashire and South Cumbria System ambition to have one team serving Lancashire and South Cumbria in a joined-up way. It is jointly run by the five Trusts as a collaborative partnership. The Trusts that make up One LSC are: Blackpool Teaching Hospitals NHS Foundation Trust · East Lancashire Hospitals NHS Trust · Lancashire and South Cumbria NHS Foundation Trust · Lancashire Teaching Hospitals NHS Foundation Trust · University Hospitals of Morecambe Bay NHS Foundation Trust One LSC brings together the Digital, Data and Technology, Estates and Facilities, Finance, People Services and Procurement and Logistics services from each of the provider Trusts to create one central community of professionals. Under one leadership team, they will provide services for and on behalf of all Trusts. The aim is to bring services more closely together so that we can deliver the best service possible to each of our partner organisations. At the core of One LSC delivery is eliminating duplication, removing unwarranted variation, realisation of the benefits of sharing common systems and processes and ensuring we deliver value for money for our partners, our system and, ultimately, for the communities we serve., The Trust is an equal opportunities employer, committed to improving the working lives of our staff and operates a 'Zero Tolerance' policy to aggression, violence, bullying and harassment. In addition, our aim is to help protect children and vulnerable adults by providing a first-class service to the recruitment of people into positions of trust. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from everyone irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background. We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that ELHT has an under-representation of BAME employees. Appointments will be made on merit., The Trust is an equal opportunities employer, is committed to improving the working lives of its colleagues and operates a 'Zero Tolerance' policy on aggression, violence, bullying and harassment. As a recruitment service, our aim is to help protect children and vulnerable adults by providing a first-class service in recruiting people into positions of trust. It is important to us that we employ a workforce that reflects the diverse communities we serve. We welcome applications from everyone - irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background. We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that as an employer we are under-representation of BAME employees. Appointments will be made on merit. We recognise that the recruitment process may present barriers for some and you may need personal adjustments to enable you to participate in our recruitment process. Please make contact with the recruitment team at the earliest opportunity to ensure that measures can be put in place to enable you to apply for this post.

It is important you are made aware of the following as regards your application to East Lancashire Hospitals NHS Trust
• Please note that the salary advertised is for full time hours. If this post is less than 37.5 hours per week, the salary will be pro-rata. For posts on Agenda for Change pay-scales, new entrants to the NHS will normally commence on the first pay point of the relevant band.
• This vacancy may close before the closing date if the recruiting manager deems sufficient applications have been received. Therefore it is advised to complete your application as early as possible to avoid disappointment.
• Please ensure you check the email account from which you apply regularly as we will use this to contact you regarding your application.
• Please note that shortlisting is completed anonymously with candidates being assessed against the essential criteria for the post. Therefore only applicants, who can clearly demonstrate how they meet our person specification criteria in their application, will be short-listed.
Disclosure and Barring Scheme (DBS) If the role you are applying for is identified as either controlled or regulated activity as defined in in the Safeguarding vulnerable Groups Act (2006) any offer of employment is provisional upon a satisfactory DBS check being obtained. The healthcare sector is exempted from the Rehabilitation of Offenders Act 1974. In line with other NHS organisations in the North West Region, the Trust is now passing the charge for undertaking a DBS check on to candidates in the event they are successfully appointed into the post for which they have applied. Candidates can choose whether to pay this over 1-3 months as a deduction from the monthly salary. However, if you are applying for a post as a BANK worker, the payment must be made in full at the time of employment checks. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed. The cost of an Enhanced Disclosure will be £55.38 and for a Standard Disclosure will be £27.38., Please note: a young person must be in part-time education or training until they're 18. If you are under 18 we are unable to employ you on a full time basis, unless it is in an apprenticeship role. Disclosure and Barring Service checks If the role you've applied for requires a Disclosure and Barring Services (DBS) check we will administer this on your behalf and the cost will be recovered from your salary, either as a one-off payment, or over 3 months. The level of check required depends on the role that you have been offered. Currently the charges are - Basic DBS check £26.40, Standard DBS check £26.40, Enhanced DBS check £54.40 and Enhanced DBS check with Barred List(s) £54.40. You should be aware that if you are successful in obtaining a position that requires a DBS check but later withdraw your application, you may be required to reimburse the cost of the DBS check. DBS checks remain free of charge for volunteer positions. The DBS Code of Practice can be accessed here. In line with guidance from United Kingdom Health Security Agency, all staff and volunteers are required to comply with Trust Infection Prevention and Control processes in relation to safe working.