Band 2 Disclosure Scanning Officer

NHS Professionals • Full-time • Plymouth, England, United Kingdom • £12 / hour • 1d ago

Job Purpose:

To prepare and scan all paper-based material including health records for Subject Access Requests and Access to Health Records requests received by the Disclosure Team.

To assist with the processing of requests from Solicitors and Insurance Companies for copies of patient’s health records in connection with third party claims.

Work Schedule

Mon - Fri

08:30am - 16:30pm

Responsibilities

To ensure that requests from Solicitors and Insurance Companies for copies of patient’s health records in connection with third party claims are actioned in accordance with the requirements of the Access to Health Records Act 1990 and General Data Protection Regulation 2018. This will include:
Ensuring that requests for copies of patient’s health records are disclosed in accordance with the criteria laid down by the above Acts.
Recording all such requests on the Disclosure Database.
Locating, requesting and preparing health records for scanning.
Initiating letters to Consultants requesting authority to release health records, following a checklist and Standard Operating Procedures (SOP) when necessary.(Permission to release).
Liaising with Solicitors and Insurance Companies regarding timescales.
Establishing that the information requested is not required in connection with a claim against the Trust, its clinicians and/or staff.
Liaising closely with the Legal Officers and reporting any dubious requests for information.
Ensuring that health records required in connection with Court proceedings are readily accessible and complete.
To maintain computerised incoming and outgoing tracings on iPM.
To assist in maintaining a large case note filing system, paying particular attention to the storage and retrieval of both active and dormant files. Including A&E documents and other non-medical records as required.
To locate, retrieve and prepare for scanning of the urgent health records in connection with third party requests.
To undertake the careful preparation of paper-based health records material to ensure that it is in good order and is suitable for electronic scanning.
To use the appropriate equipment safely when preparing the paper-based health records.
To scan paper-based health records material using scanning software ensuring that care is taken when feeding paper through the scanner and that scanning equipment is used only in accordance with the manufactures instructions.
To email the Case Handler within the Disclosure Team informing them that their request is ready for checking.
To ensure that any errors or information that requires further redaction as part of the checking process is undertaken accordingly.
Once the health record has been successfully scanned ensure that the contents are filed correctly and the health record is returned to its condition prior to scanning.
To transfer the requested information onto a disc or to upload to the requester using the preferred method i.e. online portal. To ensure all discs are encrypted and password protected prior to returning the information back to the case handler within the Disclosure Team.
To action emails received in the Disclosure Scanning inbox.
To update the Disclosure Database as appropriate upon completion of scanning.
To assist with the checking of requests within the Disclosure Team.
Any other duties identified by the Disclosure Supervisor and CRL Manager.
All staff should familiarize themselves with the process to follow to deactivate the alarm at the beginning of their shift and complete this when necessary.

Skills & Qualifications

Proven clerical experience
Experience working with PC’s and Microsoft applications
Experience of managing own workload and working to strict deadlines
Understanding of the need for Patient confidentiality
Numeracy and literacy qualifications, (GCSE or ‘O’ level grade D or above, CSE grade 1, Key skills Level 1), or equivalent
NVQ L2 in Business Administration or equivalent demonstrable experience
Accuracy and attention to detail
Excellent communication and interpersonal skills
Remain calm when under pressure
Maintain confidentiality in accordance with the Data Protection Act and Trust requirements
Meet deadlines and daily targets
Work as part of a team and have a flexible approach to cover colleagues during absences
Follow strict working practices
Good organisational skills/prioritise workload
Manual handling, required to carry, move, lift case notes, unload boxes containing case notes and collect case notes from around the Store.
Self-motivated and able to work on own initiative
Enthusiastic and responsive to new demands
Willing to learn new skills and welcome change
Discretion and tact
Adapt to change