Job Description. Information Governance & Health Records Manager

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1 Job Description POST: GRADE: RESPONSIBLE TO: ACCOUNTABLE TO: Information Governance Facilitator A4C Band WTE 35 Hours per week Information Governance & Health Records Manager Head of Information Job Summary The Information Governance Facilitator will support the delivery of the Information Governance Strategy, associated work plans and agendas. The post-holder will be responsible for coordinating release of information for continuance of care, and for requests received under the provisions of the Freedom of Information Act 2000, Data Protection Act 1998 and Access to Health Records Act The post-holder will provide advice and guidance on access to information requests. The post holder will facilitate document control in such a way as to make a direct positive contribution to the organisation by maintaining a Trust wide database and archive to support the transition of policies through the ratification processes. The post holder will ensure the appropriate dissemination of current policies to enable the Trust to comply with NHSLA Risk Management Standards, Standards for Better Health, Information Governance Standards and other external standards related to document management required of NHS Bodies. Clinical Responsibilities Not Applicable Main Duties and Responsibilities Information Governance In line with legislation and Trust procedures, facilitate and support responses to requests for information received under the Data Protection Act 1998, Access to Health Records Act 1990 and Freedom of Information Act 2000 and maintain accurate logs of such requests. Facilitate and support release of health record information in response to continuance of care requests. Alert any potential breaches of the Freedom of Information Act 2000 or Data Protection Act 1998 directly to the Information Governance Officer. Administer the electronic logs for Access to Information requests, Privacy Impact Assessments and Information Sharing Agreements and the associated manual record systems. January

2 Monitor the Freedom of Information and Information Governance Outlook mailboxes, directing on as applicable for action. Facilitate and support compliance with the Information Governance Communications Calendar and delivery of Information Governance training materials to all Trust staff at corporate induction. Facilitate and support maintenance of the content of the Trust s Freedom of Information Disclosure Log and Information Governance Intranet and Internet sites. Participate in audits to support Information Governance requirements. Support the development of Information Governance awareness materials. Support the development and documenting of Information Governance procedures. Support the collection of evidence for the Information Governance toolkit and other IG assurance frameworks Attendance at internal or external meetings as required. Provide admin support for meeting coordination for the Information Governance function. Monitor stationery levels to ensure sufficient supplies held for the Information Governance function. Point of contact for access to information related queries and enquiries from Trust staff and other service users. Transcribe messages clearly and accurately and escalate as required to the Information Governance Officer and Information Governance & Health Records Manager. Represent the Information Governance and Information Services Team in a professional manner. Deputise for the Information Governance Officer in their absence with regard to Information Governance duties. Support and promote an information governance culture throughout the Trust. Deal with unpredictable work patterns because of changes in demand for information. Be proactive for self-development through experience, reflective practice, professional support and independent research and reading. Maintain a personal portfolio for recording development. Provide support to the Scanning Bureau processes as required. Undertake any other appropriate duties relevant to role and grade. January

3 Document Control Co-ordinate and manage all Trust policies, procedures, guidelines, protocols, business continuity plans, terms of reference and declarations of interest Manage and maintain all versions of documents ensuring they are held on file whilst maintaining an up to date database of existing Trust and local policies, procedures, guidelines and protocols and an accurate archive of outdated procedural documents. Manage and maintain an audit document control spread sheet to track compliance of documents across the organisation Contact authors to request documents ratified at relevant committees. Contact authors of policies, procedures, guidelines, protocols and business plans to ensure completion and compliance with equality standards Work with policy authors to support them and ensure policies go through the ratification committees for timely approval and upload the ratified version to the intranet. Provide a central reference point for advice to authors relating to aspects of the Document Control Policy and the development and review of all procedural documents. Produce report for the Head of Information detailing document control compliance and progress Conduct a document control annual audit in accordance with the NHSLA Risk Management Standards Communications sent to all staff via the weekly bulletin, raising the profile of document control and offering advice. Assess documents in their relevant to the standards within the Document Control Policy and work with and support policy authors to ensure that these standards are met. Communication The post holder is required to communicate with a variety of individuals including General Managers, Service Line Managers, admin staff, clinical and non-clinical staff groups and service users. Ability to communicate effectively at all times is essential. Skills, Knowledge and Attributes Good numeracy and literacy skills Computer literate with ability to use Microsoft Office software and other applicable software Good knowledge of working with electronic information systems Good communication skills Ability to work with minimum supervision January

4 Polite and friendly manner Good time management skills Extra Information Aspects of manual handling may be required to retrieve pre-epr and miscellaneous health records for disclosure requests Provide support to the Health Records Scanning Bureau for document preparation, scanning, indexing and quality assurance Education and Training Participate in appropriate training Participate in all Trust Mandatory training / study days January

5 The Trust is committed to approaching the control of risks in a strategic and organised manner. The post-holder must be aware of their individual responsibilities as detailed in the Trusts Risk Management, Health & safety and Incident policies, and those under the Health and safety at work act. This includes the reporting of any untoward incident, accident, potential or actual hazard identified. The Trust is a Health Promoting Hospital. If you are a clinical member of staff you have a responsibility to identify opportunities to improve the lifestyle of our patients, provide advice about how and what changes can be made and make referrals, where appropriate, to external agencies who can best assist them to make the necessary lifestyle changes. If you are a non-clinical member of staff, the Trust expects that when you are presented with such opportunities you seek help from appropriately trained clinical staff to ensure patients are supported and assisted in making these changes. This is in accordance with best practice as described in the DoH white paper Choosing Health Making Healthy Choices Easier. This document is intended to be used as a guide to the general scope of duties involved in this post. It is not exhaustive and should not therefore be used as a rigid specification. It will be kept under review and amended as required in consultation with the post-holder. The Liverpool Heart & Chest Hospital NHS Trust is committed to achieving equal opportunities. All employees are expected to observe this policy in relation to the public and fellow employees. NB: This list will be reviewed periodically from the start date and is not exhaustive. Compiled by: Information Governance & Health Records Manager Date: January 2015 Post-holder(s): Name (Please Print) Signature:. Date:... Information Governance & Health Records Manager: Name (Please Print).. Signature:. Date:... January

6 Person Specification Information Governance Facilitator (A4C Band x) Education/ Qualifications Personal qualities Essential Desirable Method of Assessment Information Governance specific training / accreditation Educated to A-Level or equivalent i.e. qualified by experience and through evidence of personal development to work within information governance Excellent organisational and interpersonal skills Be self-motivated and enthusiastic and can display innovative thinking Professional manner and appearance Able to work under own initiative and adaptable to flexible working requirements Attention to detail and accuracy Committed to continuous learning and development Experience Working in an office environment Using computers systems and office programme including databases and spread sheets including Word, Excel and Outlook Communicating and working with staff at all levels Working to prescribed deadlines Capable of understanding wider objectives of the information governance function Working within an NHS organisation Working within the information governance field Management of subject access and freedom of information requests and Interview and Interview Skills and knowledge Competent in the use of Microsoft Office and desktop applications and can demonstrate good skills with respect to database and/or spreadsheet management Excellent written and verbal communication including presentation skills Excellent admin and clerical skills Excellent standards of accuracy and attention to detail Excellent organisation, prioritisation and time management skills Ability to work in a pressurised environment Ability to meet tight deadlines Ability to respond to unpredictable work patterns/interruptions Ability to work under own initiative and as part of a team Ability to use a PC to perform a large part of the duties Ability to deal with members of staff, the public and external bodies professionally and sensitively and to maintain a high standard of confidentiality Knowledge of the Information Governance Framework and associated legislation Ability to use laptops, projectors and other presentation equipment effectively and Interview January

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