• Overview of the Subject Access Requests System
• 5 good reasons to choose the Subject Access Requests System
• The Subject Access Requests System
• Demonstrations and Powerpoint Presentation

Dealing effectively with Subject Access Requests is an important management challenge for all types of organisations. Requests can come from a variety of individuals, customers, employees, complainants, solicitors, Government Departments, Local Authorities, the Courts etc etc. The amount of information typically held on individuals is increasing to vast proportions, and in many cases different parts of the organisation are responsible for different sub-sets of data concerning the same individual. Individuals are more aware of their information rights, and expect a professional response to their requests for access. In this environment, responding to Subject Access Requests is becoming a bigger drain on staff time and budgets, and so it is increasingly important to automate, manage and streamline the process as much as possible.

The Subject Access Requests System is software which has been developed for the management and control of subject access requests received by organisations. The software allows the request to be logged and progress tracked to conclusion. The software was principally developed for the Medical records Department at Sheffield Teaching Hospitals Trust for managing Access To Health requests, but can be used by any organisation who need an efficient database management system to record requests.   

KPMD have developed the Subject Access Requests System using Microsoft Access databases and Microsoft SQL Server. The system is multi-user and can be run across multiple sites, over a wide area network, to allow access by different departments, perhaps on different sites within an organisation.

Key features are:

• easy searching, ordering and filtering of existing requests to check for duplicates click for screen shot
• allocation of tasks to staff members
• generation of standard forms and letters
• central location for all correspondance available to all users of the system
• actions / 'jobs to-do' and reminders click for screen shot
• clear indication of request progress to ensure no deadlines are missed
• simplified data entry with look-ups where required for individuals and regular contacts
• generation of statistical reports using graphs, data tables etc as required

Here are 5 reasons why you should choose Subject Access Requests System:

1. Save staff time!:
• save duplication of effort for duplicate requests within an organisation;
• lookup data already held for consultants and solicitors.
2. Save money!:
   • save postage and copying costs by eliminating duplicate requests;
3. It's easy to use!:
   • everything is held together in one unified system, giving a consistent approach to all of the functions in a modern, intuitive, Windows interface.
4. Better reporting!:
   • the system offers flexible reporting, graphs (where applicable), and the export of report data to MS Word and Excel.
5. Better Management!:
• by holding information centrally it is far easier to oversee requests.

The key data in the system is:

• requester - the name and contact details of the person requiring copies of medical records;
• individual - the name and contact details of an individual who may need to be consulted;
• request - request details, date received, date due;
• solicitor - the name and contact details of the solicitor involved;
• action - task required to resolve request eg letter to consultant;
• communication - a contact made with a participant, phone call, letter, email.

The system holds all contact data with a patient, that is, communications (phone calls, letters etc). Communications are recorded and Word documents generated using Word templates created by users. These Word templates use contact information such as name and address from the database. The Word documents generated are stored and recorded within the system so that they can easily be found again. The Word documents can be printed, sent as mail or fax, or as attachments with email. Documents received from the participants can be scanned and stored as images with the participant record keeping everything in one, easily accessible place.

Download this Powerpoint presentation with a series of screenshots. Click the link below to view the presentation in a new window, once loaded click FILE from your browser menu and SAVE AS to keep a copy on your PC. If you have security issues regarding such downloads then contact us (details above) and we'll convert it to an Acrobat PDF file for you.

Click here for the Powerpoint Presentation

We are more than happy to demonstrate our system, at your office, here in Sheffield or a location of your choice.

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