Disclosure Of Information Assistant

The Disclosure section manage the release of copy medical records to authorised agencies and individuals under the provisions of the General Data Protection Regulations 2018 and Access to Health Records Act 1990.
We are looking for a friendly, adaptable and flexible individual to join the Disclosure Team in Health Records. Ideally you should be a self starter with a methodical approach, good attention to detail and able to organise your own work load.
As Disclosure Assistant your main duties will be to monitor the Disclosure email inbox logging requests and re-directing if necessary. Some typing of standard letters, photocopying/re-printing of records and general office duties.
Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead.
Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.
We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region.
Our values should be the ‘golden thread’ which runs through everything we do – they are the core of who we are. Our five values can easily be remembered by the simple acronym ICORE; Innovation, Care, Openness, Respect, Engagement.
We have a number of staff networks including the Global Ethnic Majority (GEM) network, D-Ability network, LGBTQ+ Network and the Women’s Network, to challenge us and help us to constantly improve. Our Armed Forces network is one of our emerging networks.
The health and wellbeing of our staff is one of our highest priorities, and we offer a range of support and initiatives as part of our ‘Balance’ programme balancegateshead.com to cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.
To support the Disclosure Officers in the provision of an efficient and effective service
To provide administrative support to the Disclosure of Information Section and the Health Records Manager or Deputy
To accurately reproduce Health Records, paying attention to detail and manipulating images and formats, where necessary, to produce high quality accurate copies.
Retrieve and re-print electronic patient records held in various systems in different formats and check re-prints for accuracy.
Raise any concerns regarding data quality to the Disclosure Officers and where necessary and after appropriate training, add incidents to the Trusts Incident Reporting system in line with Trust and Departmental Policies and Procedures.
Count copies and ensure quality checks are undertaken on photocopies/re-prints produced, as both original and copies are legal documents.
Ensure original paper copies are re-filed in the correct order within the patients’ health records, creating replacement folders as necessary where the old folders are damaged and worn.
To identify patients on the Trust’s Patient Administration System (PAS) by locating their hospital or any other numbers on that system
Retrieve and return health records to correct location using the tracking system
To ensure the confidentiality of Information contained in patient records is maintained at all times
Contribute to a safe working environment by maintaining a clean and tidy working area and adhering to the health and safety policies and procedures within the Department and Trust
Liaise with Photocopier Company/IT regarding levels of stock, replacement parts and general maintenance issues.
In liaison with your Line Manager, you must ensure that you attend all mandatory, statutory and relevant training sessions. Actively participate in Annual Appraisals / Developmental reviews. Follow all Trust and Departmental Policies and Procedures, Data Protection, Confidentiality and Destruction of Health Records, Manual Handling, Guide to Good Practice and Information and IT Security Policies & Confidentiality
Undertake any other duties appropriate to the post as required by the Health Records Manager or Deputy