Access to Health Records Case Handler - INTERNAL

Wrexham, Wales, United Kingdom

8/11/2025

Job Overview

PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROM STAFF CURRENTLY EMPLOYED BY BETSI CADWALADR UNIVERSITY HEALTH BOARD

An exciting opportunity has arisen to be part the Access to Health Records Service for the Health Board. This role will play a key part in supporting compliance with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR) with specific regards to the processing of subject access requests for access to patient records.

If you are someone who has great communication skills, is extremely organised, process driven and able to provide accountability and assurance around the processes involved when handling a subject access request, then this job could be for you.

You may already have experience of working within this field, or are looking for a new challenge in a new role within a new service in which you can draw on the knowledge, skills and experience you have to offer. You will be part of a team that will help to shape the new service, as it develops to enable compliance with, and provide assurance on, the new requirements within the data protection legislation.

We would expect the candidate to already have a good understanding of Data Protection and GDPR, however, further specialised training will be offered as part of the development of the role.

For further details / informal visits contact:

Access to Health Records Support Managers

[email protected] / [email protected]

Main duties of the job

Support the Patient Records Service on the delivery of set objectives to ensure policies and procedures are followed in compliance with; General Data Protection Regulation (GDPR) 2018, Data Protection Act 2018, Access to Health Records Act 1990, and BCUHB Health Records Management Procedure.

The Access to Health Records Case Handler will be working in a highly pressurised office environment to provide a professional and efficient service, ensuring patient records are located, extracted, and scanned in a timely manner, under the supervision of the Access to Health Records Support Manager. The post holder will be expected to work with a degree of autonomy to ensure delivery of subject access compliance and deliver high quality.

To be the first point of contact within the Health Board, supporting the Access to Health Records Case Handlers to ensure all subject access requests for patient records are managed efficiently from start to finish that are received within the Access to Health Records (ATHR) Service ensuring that legislative requirements are adhered to as per the ATHR procedures. Ensure that any delays accessing patient records are appropriately escalated in a timely manner to enable compliance with the legislative timescale.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Working for our organisation

If you relish a challenge, have a passion to help others or simply fancy a fresh start, then Betsi Cadwaladr University Health Board (BCUHB) North Wales, has all the right ingredients. The largest health organisation in Wales, providing a full range of primary, community, mental health, acute and elective hospital services for a population of around 700,000, across North Wales . Join our team and get the support you need, in line with our Organisational Values and ‘Proud to Lead’ competence framework.

Enjoy being part of working with engaged leadership at all levels, and be assured we are committed to promoting equality and diversity, and are proud to welcome applicants under the “Disability Confident Employer” scheme.

Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.

Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.

Detailed Job Description And Main Responsibilities

To respond effectively and professionally to all telephone, written and in-person enquiries using tact, discretion, and sensitivity as appropriate to the situation, ensuring patient confidentiality is maintained. Where necessary referring calls to the Access to Health Record Support Manager.

To have a good understanding of the General Data Protection Regulation (GDPR) 2018, Data Protection Act 1998, Access to Health Records Act 1990, Information Commissioner’s Officer in relation to the job role, the requirements, and responsibilities.

Responsible for ensuring mechanisms are in place to ‘retrieve’ records in both paper and electronic formats, and liaising with multi – disciplinary clinical and non-clinical leads where the need arises regarding disclosure.

Support the Access Case Officers to Health Records by extracting digital patient records and uploading them within the SAR Management System.

• Responsible for ‘preparing’ and ‘providing’ the information in a cohesive set, ensuring 3rd party information is recognised and where appropriate redacted prior to release to the requester via; customer visit, secure post, or secure electronic transfer as per the requester’s preference.
• Responsible for ‘processing’ all associated documentation regarding appropriateness of requests; ensuring appropriate consents and identification checks are in place; and that processes are consistent, transparent, and legally compliant.
  
  

Person specification

Qualifications And Knowledge

Essential criteria

• NVQ Level 3 or equivalent qualification/ work experience
• A general understanding of health-related General Data Protection Regulation (GDPR) 2018, Data Protection Act 2018, and Access to Health Records Act 1990
• Knowledge and understanding of principles of confidentiality.
  
  

Desirable criteria

• GDPR Foundation level
• Evidence of continual professional development
• Working knowledge of how to manage multiple document types
  
  

Experience

Essential criteria

• Experience of working with Microsoft packages
• Strong Communication Skills
• Previous administrative experience
• Managing own individual, large/complex workload
  
  

Desirable criteria

• NHS experience
• Experience of handling sensitive and complex sets of information and situations
• Experience of working with the Data Protection Act and Access to Health Records Act
• Experience of using multiple ICT systems at once.
  
  

Skills And Attributes

Essential criteria

• Ability to sustain accuracy of work and achieve a consistently high standard under pressure.
• Ability to work autonomously and manage own busy caseload, manage time and make decisions on a variety of tasks and changing priorities
• Ability to recognise and evaluate issues
• Ability to remain calm and professional under pressure.
• Strong verbal and written skills and ability to communicate effectively at all levels within clinical and non-clinical teams.
• Good literacy and numeracy skills, with the ability to analyse and evaluate data to inform improvement recommendations.
• Ability to deal with and respond appropriately to on the spot concerns
  
  

Desirable criteria

• Ability to speak Welsh
  
  

Other

Essential criteria

• Commitment to placing the patient at the heart of what we do
• Self-motivated, hardworking and enthusiastic
• Present self in a professional manner, being courteous, respectful and helpful.
• Good interpersonal skills and ability to empathise.
• To respect confidentiality and the rights of the patient
• Ability to exert light/moderate physical effort when handling casenotes and trolleys
• Ability to travel between sites.
• Ability to adapt to new ways of working and contribute to service improvement