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Confidentiality & Records Management. What is Information Governance? What is Records Management?

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Presentation on theme: "Confidentiality & Records Management. What is Information Governance? What is Records Management?"— Presentation transcript:

1 Confidentiality & Records Management

2 What is Information Governance? What is Records Management?

3 Horror Stories!

4 Data Protection Act 1998 8 Principles 1.Fairness and legality 2.Permission 3.Adequacy /Relevant, not Excessive 4.Accuracy 5.Length of use 6.Access rights 7.Security 8.Transfer outside EEA Caldicott Report 1998 6 Principles for use and sharing 1.Justify the purpose 2.Use only when necessary 3.Use minimum necessary 4.Access – strict need to know basis 5.Individual responsibility 6.Comply with the law 7.Duty to share and protect

5 Personal Information can be accessed from: The patient The health record Colleagues Personnel files/HR/Payroll Electronically processed data Stored images Knowledge held by employee Telephones Fax machines – ‘Safe Haven’ Pieces of paper Verbally

6 Confidentiality and Information Security To obtain information without consent…. Is unlawful Is a breach of the DPA, HRA and if obtained via Hospital systems, a breach of the Computer Misuse Act. May/will result in…. Disciplinary action Dismissal Civil action for damages Custodial sentence Unlimited fine RCHT monitors access to all systems. All breaches will be dealt with in accordance with the Trust’s disciplinary procedure

7 Do Not……… Leave your PC logged on Access information on PAS inappropriately Leave your office unlocked Include patient identifiable information in the subject of an email Send personal data outside the Trust without permission Share Passwords Top Tips Do……… Respect confidentiality Direct Police – they do not have an automatic right to information Direct general enquiries Check identity – this includes staff Report incidents –don’t ignore them (Datix)

8 Handling the media

9 ? Records Management Who is responsible? Chief Executive Senior Managers You What must I do? Identify and Maintain Records Read and implement the policies, especially … Document naming (Version Control) Store appropriately Retention Schedule Disposal (record destruction) … to enable FoI, DPA and EIR compliance

10 Legal requirements Information sharing Protection - organisation - individual Evidence (Audit) More effective working Support for patient Care etc. Records Management – the benefits

11 Record Keeping Standards Safer Environment Aide mémoire Patients Clinical Coding Staff Complaints Litigation Audit/Research Decisions and Evidence Leads to Clear and concise Dated and Signed Legible Structured Available Complete/Accurate In records

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