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Children Index Information sharing course Next Use the blue buttons to move through the course.

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Presentation on theme: "Children Index Information sharing course Next Use the blue buttons to move through the course."— Presentation transcript:

1 Children Index Information sharing course Next Use the blue buttons to move through the course

2 Next This course is for all users of the East Sussex Children Index (ESCI) It aims to provide you with: a basic overview of information sharing… …and how it relates to integrated tools like Early Help Plan and ESCI links to further guidance and training For more information about this course contact the Index support team Welcome to the Children Index information sharing course Click here to contact the Index team

3 Back Its important that youre familiar with your organisations Information Governance policies & that you access the right training training. As this course isnt full information sharing training it wont provide you with guidance on information sharing in your specific role. Talk to your line manager if you need more information about training and policies Next

4 Back Every information sharing decision is different and you arent always going to know how to do it Make sure you know the right person in your organisation to go to for advice o Safeguarding lead? o Line manager? o Information Governance? At the end of each section there are questions about your practice and your organisations policies. Discuss with your team if you are unsure of any of the answers Next

5 Back Why we share Why we share Information sharing & the law Information sharing & the law Making information sharing decisions Making information sharing decisions Sharing information safely Sharing information safely How we work in East Sussex How we work in East Sussex Links and contacts Links and contacts Contents Next

6 Back Why we share Main Menu Next

7 Back Things that we know to be true Sharing information can help improve childrens lives and prevent them from coming to harm Consent-based working delivers better long-term outcomes for children and families, and better interaction between services no inquiry into a childs death or serious injury has ever questioned why information was shared. It has always asked the opposite - Lewisham Council Families are much more likely to engage with us if they trust us to respect their information and views Next

8 Back We share because… We have concerns or ideas about a child or young person and need to share these with people who can help When working with a child or young person we sometimes cant meet all their needs by ourselves and need to invite other services to help When working alongside other services to support a child or young person we need all the information to provide effective support … and to ensure that the support we are all providing is coordinated Next

9 Back Children & families should have a voice The most effective support we can give families is to enable them to meet their needs themselves Plans are more likely to work if the families they are about are on board and agree with the actions We can help children & families to work with us by being open and honest, listening to them and valuing their input Next

10 Back When and how do you encourage children, young people and their families to share their views? How do you involve children, young people and their families in making planning decisions? When do you invite other services to help you support a child or young person? Take time to think about Next

11 Back Information sharing & the law Main Menu Next

12 Back This is usually name, address, etc (although in some circumstances this can be sensitive e.g. when a child is fleeing domestic violence their address will be sensitive) Non-sensitive E.g. physical or mental health condition, personal history etc Sensitive Personal information is anything which can identify a child or young person There are two types of personal information: We should take care when sharing any information about another person, particularly sensitive information Next

13 Back The law helps us The Human Rights Act 1998 The Data Protection Act 1998 It does not act as a barrier to sharing information when we need to; it helps us get the balance right by clearing outlining what we can and cant do The two key pieces of legislation are: Next

14 Back Article 8 outlines the Right to respect for private and family life Everyone has the right to respect for private and family life, home and correspondence We must respect this right except where interference can be justified and is proportionate, e.g. in the prevention of disorder or crime, or the protection of rights of others. Article 8 outlines the Right to respect for private and family life Everyone has the right to respect for private and family life, home and correspondence We must respect this right except where interference can be justified and is proportionate, e.g. in the prevention of disorder or crime, or the protection of rights of others. Human Rights Act 1998 Next

15 Back This act outlines the eight data protection principles We can hold or share personal information as long as we ensure that the information is: Processed for limited purposes only Fairly and lawfully processed Adequate, relevant and not excessive Accurate and up to date Not kept for longer than is necessary Processed in line with the data subjects rights Kept secure Not transferred outside the UK without adequate protection This act outlines the eight data protection principles We can hold or share personal information as long as we ensure that the information is: Processed for limited purposes only Fairly and lawfully processed Adequate, relevant and not excessive Accurate and up to date Not kept for longer than is necessary Processed in line with the data subjects rights Kept secure Not transferred outside the UK without adequate protection Data Protection Act 1998 Next

16 Back How does the data protection act apply to your work? What kind of information do you share and who do you share it with? Where do you record sensitive personal information? Take time to think about Next

17 Back Making decisions to share information Main Menu Next

18 Removing barriers to achievement Safeguarding Child Protection Best Interest Achieving the 5 outcomes Back As people working with children our priority should be making sure a child is enabled to thrive We have a number of different ways to express this priority Our decisions should always be based on doing what is best for the child and their family Promoting well-being Next

19 Back We need to make sure we seek the appropriate consent There are two types of consent Implicit consent This is where it is clear enough to someone that their information will be shared, e.g. sharing their information when theyve asked to be referred to another service, or as part of the conditions of accessing a service It can be a signed document or conversation, but should be recorded Explicit consent should be regularly discussed and reviewed Explicit consent Is when the implications of giving consent are fully explained in order that the individual understands exactly what they are consenting to, the consequences of the consent, and what will happen next. Next

20 Back However families dont always agree so sometimes you have to choose whose consent holds most weight. Services work best when everyone involved has agreed to the intervention. Children under 12: We usually seek their views, but consent usually needs to come from the parents or carers e.g. we need parents or carers agreement when we refer a child to a service. If they dont agree they are less likely to make sure the child gets to appointments e.g. if a young person under 16 wants to keep things private from their parents youll need to balance the importance of involving parents with keeping the young person engaged e.g. you can work with them without the knowledge or consent of their parents (but work with the whole family when you can) Young people over 12 can give consent if you think they are competent to do so, but it makes sense to include parents or carers in the decision if you can. Young people over 16 can by law give or withhold consent themselves Next

21 Sharing information when consent has been refused will normally be justified in the public interest: place a child or adult at increased risk of significant or serious harm prejudice the prevention, detection or prosecution of a serious crime lead to an unjustified delay in making enquiries about allegations of significant or serious harm When a child or adult might be, or is at risk of suffering significant or serious harm to prevent significant harm to a child, or serious harm to an adult to support the prevention, detection and prosecution of serious crime. Back In some circumstances you can make a professional judgement decision to… Share when consent has been refused Share without seeking consent This decision to share without consent involves weighing up what might happen if the information is shared against what might happen if it is not shared. Consent should not be sought if seeking consent would: Next

22 Back Information sharing decisions are often complex with many factors to take into account. Here are some tools that you may find useful in helping you think them through Next

23 Back When do you act on implicit consent? When do you ask for explicit consent? Have you ever taken a child or young persons consent and not involved their parents or carers in the decision? How do you make decisions about a young persons competence? Take time to think about Next

24 Back Sharing information safely Main Menu Next

25 Back We share personal information In writing (e.g. reports, Early Help plans etc) Through the Children Index We should apply good information sharing practice in all circumstances Verbally (e.g. discussions with colleagues, core group meetings, phone) Next

26 Back When sharing information verbally think about: How much do you need to share? How can you avoid over-telling? If you have been given verbal information have you kept a record of who told you what, so you know where information came from? Is the environment appropriately private? Is there anyone who does not need to know this much information? Are you sharing in the right environment? Next

27 Back Do you know how to share written information securely? Case management systems Memory stick By hand Fax Post There are lots of ways to share written information: You should not share any written information unless youre sure its safe and your organisation supports the method Next

28 Back In todays day and age seems like a quick and easy way to share But did you know that between organisations is rarely secure? En-crypt: To alter (a file, for example) using a secret code so as to be unintelligible to unauthorised parties Did you know you can also encrypt information on portable devices such as laptops and memory sticks? This helps keep sensitive information secure when you carry it. Sensitive information should always be encrypted. Encrypting it is like sending it in a secret code which can only be deciphered at its destination Sending other peoples information in an unencrypted is a bit like sending it on a postcard, anyone can read it while its on its way. Next

29 Back Have you built a safe home for the information you keep? Have you got secure walls? - Secure buildings and offices - Locked cabinets or rooms - Secure networks - Encrypted transportable devices (mobiles / laptops) Do you have the right keys? - Identifying the right people to have access - Securely giving them the passwords, smartcards etc - Regularly reviewing who has access - Keeping means of access secure (passwords, tokens etc) Are the doors in place? -Restricted access to files & folders - Case management system log-in - Tokens & smartcards Strong passwords (regularly refreshed) Next

30 Back How do you usually share written information? How do you ensure information is only accessed by appropriate people? How do you know if someone has accessed information inappropriately? How long should you hold the information? What do you do to destroy it? Take time to think about Next

31 Back How we work in East Sussex Main Menu Next

32 Back In East Sussex we have: East Sussex Children Index Early Help Plans Multi-agency meetings Safeguarding procedures Next

33 Back The Children Index is a database holding basic information on all children & young people in East Sussex - Name, address & date of birth - Universal services - Additional services (with consent) - Plan and Plan Coordinator It can only be accessed by authorised members of staff from accredited organisations. It enables practitioners to let each other know if they are working with a child or holding a plan for them. Next

34 Back Basic Contact details Universal services User functions Plan Coordinator Additional involvements SAMPLE RECORD – FABRICATED DATA No plans or case information are held on the Children Index What a Children Index record looks like: Back Next

35 Back Early Help Planning Its a process for assessing and planning around the needs of families, coordinating the support if more than one service is involved. Early Help Planning is consent based and completed in partnership with families Early Help Planning is the key process for working with families, who need early help Next

36 Back Next Referral and first contact Plan Review and learn Listen and understand Agree priorities The Early Help Planning cycle

37 Back Early Help Plan: Identify emerging need Index: Let other services know that the child no longer has an open plan & whether you are still working with them Index: Check who else is working with children in the family & whether there is already a plan Index: Let other services know that you are leading on a plan and who to contact Early Help Plan: Close the Early Help Plan Early Help Plan & the Children Index The Index is the tool to help practitioners find each other and the Early Help Plan is part of what they do when they meet Next Early Help Plan: Start the Early Help Plan process

38 Make a subject access request to find out what their or their childs Children Index looks like (see Links for further details) Ask someone who is working with them to tell them what they have added to the Children Index about them Back Some information on the Index is sensitive Universal services (e.g. schools, GPs, etc.) are automatically added to the Children Index, additional services which provide a child or family with extra support to help them thrive need consent We all have the right to know about information held about us – its the same for families. If a someone wants to know what information is shown about themselves or their child on the Index they can either: Next

39 Back Information on the Index is there to guide you But will not always tell you everything about that childs services When using the information you found on the Index, use the opportunity to talk to the family about it Its important to ask the child or young person and their family about the people working with them as well as using the Index Make sure the family know what it is and why we use it Next

40 Back When do you talk to families about the Index? When accessing the Children Index, think about: Does your organisation have guidelines on how, when and where you should access the system? Is your workspace private? - Can you be overseen? - Can anyone access the system when you leave your desk? Next

41 Families shouldnt have to repeat their story; talk to them about their information in the plan This means letting them know exactly who will have access to their information Back During the Early Help Plan process you are gathering sensitive personal information In order to share this information with other people you need to get consent from the appropriate family members Speak to the family and make a professional judgement decision over who to involve in completing the Early Help Plan When you receive personal information from another service And listening to them when they do not want information shared with a particular person Plans work better when everyone involved is engaged, but this is not always possible or safe Treat the information sensitively; families may find some areas hard to discuss with a new person Next

42 Back When do you access the Children Index? How and when does your service add involvements to the Index? How and when does your service explain information sharing and multi-agency working to families? What is your role in the Early Help Planning process? Take time to think about Next

43 Back Youve finished the course – now its time to take the test! See the next slide for contacts and links to further information Click here to take the East Sussex information sharing test Main Menu Next

44 BackMain Menu Exit course Safeguarding information & training Early Help Plan training Subject Access Requests & Data Protection – East Sussex County Council National information sharing guidance Information sharing guidance and resources East Sussex Children Index (ESCI) Integrated working in East Sussex Contact the Index support team Contacts & links to further information Click on the links below to find out more


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