What you will learn in this training: Principles of Information Governance and their application to health and social care organisations Accessing Information Governance resources including national legislation, guidance and local policies & procedures Health and social care organisations’ responsibilities Protection of an individual’s confidentiality and the Caldicott Principles How to practice and promote a confidential service Principles of ensuring and maintaining good client records Recognising / responding to Freedom of Information requests Keeping Information Secure

1. Information Governance
Tutor:
© Training Innovations Ltd 2015 Last updated: 21.08.15

2. What you will learn
in this session?
1. Principles of Information Governance
and their application to health and social care organisations
2. Accessing Information Governance resources including
national legislation, guidance and local policies & procedures
3. Health and social care organisations’ responsibilities
4. Protection of an individual’s confidentiality
and the Caldicott Principles
5. How to practice and promote a confidential service
6. Principles of ensuring and maintaining good client records
7. Recognising / responding to Freedom of Information requests
8. Keeping Information Secure

3. What is Information Governance?
Information Governance is
about how health and social
care organisations and their
employees must handle
sensitive information IG is to do
with how NHS/Social Care
organisations and individuals handle
information

4. Slide 4 of 21
A framework of legal
and ethical principles
that apply when
sensitive information
is collected,
processed
and shared
What is Information
Governance?
Excellent
Care is built on a
Foundation of
confidence
& trust
How
organisations
& individuals handle
personal & sensitive
information
Principles
of Law
and
best practice
Different
Data Sets:
• Personal &
Sensitive
(Healthcare records)
• Person based &
anonymous (Research data)
• Corporate (Trust
Financial Accounts)

5. What is Information?
 Personal
 Sensitive
 Corporate
Examples
 Name, Address,
Date of Birth,
Next of Kin
 Ethnicity, Diagnosis,
Illness & Disorders,
Sexual Orientation
 Minutes of Meetings,
Employee Details,
Financial Information

6. Why is Information Governance so
important?
For patients
and
service users
 Information is critical
for safe, timely and
effective care
 Information is sensitive
 Excellent healthcare
is built on a foundation
of confidence & trust

7. Why is Information Governance so
important?
For an
employee
 Sensitive information
 Ethical and legal
responsibility
of every employee
 Information must be:
accessed, used &
shared appropriately

8. Why is Information Governance so
important?
For a health or
social care
organisation
 Ethical and legal
responsibility
of every organisation
 Breaches of
confidentiality
costs money
and reputation

9. Information Governance
requirements for health &
social care organisations;
Trust policies, guidelines and
proceduresAll information must be:
– H eld securely and confidentially
– O btained fairly and efficiently
– R ecorded accurately and reliably
– U sed effectively and ethically
– S hared appropriately and lawfully

10.  Common Law Duty
of Confidentiality
 Computer Misuse
Act 1990
 Data Protection
Act 1998
 The Human Rights
Act 1998
 The Freedom of
Information Act 2000
 People have legal rights through
common law to confidentiality
 It is an offence to access / attempt
to access computer systems
without appropriate authorisation
 States legal obligations for the
collection, use, sharing and
disclosure of personal information
 Enshrines a basic human right
for all to have the right to privacy
 Allows the public to request
information held by Public
Authorities
The Law and Information
Governance

11.  Information Security Standards – ISO/IEC 17799:
2005 and IS Management NHS Code of Practice
 The NHS Confidentiality Code of Practice
 The Records Management NHS Code of Practice
 Information Quality Assurance
Standards, Policies &
Codes of Practice

12. Slide 12 of 21
The Caldicott principles must be used when accessing and using Patient
Identifiable Information (PID) or confidential information and which
must be maintained by all healthcare organisations.
 Justify the purpose of using confidential information
 Only use it when absolutely necessary
 Use the minimum information required
 Allow access on a strict need-to-know basis
 Always understand your responsibility
 Understand and comply with the law
 The duty to share information can be as important as the duty to protect
patient confidentiality
Always follow the
Caldicott Principles

13. • Q. Who is a Caldicott Guardian?
• A. A senior person in the organisation responsible for
• ensuring the Caldicott principles are applied and
maintained
• Q. Are you unsure whether to disclose?
• A. Don’t disclose
• Ask your manager or the Caldicott Guardian
•
Caldicott Guardians

14. Individuals have the right to access sensitive
information including paper, computer records and
other related information
 Patients can request access to their medical record
 Employees can request access to their personal records
Subject Access Requests

15. What is a Freedom of
Information (FOI) Request?
 A request for official information
held by Public Bodies such as hospital trusts
 Public have a right to access/view
all non-personal, public authority information
 Purpose is to promote openness & accountability
 Requests must be made in writing
 There are Exemptions
 Law requires that any FOI request
must receive a response within 20 days
Direct Freedom of Information requests
to the Lead in your Organisation

16. Dear FOI Lead,
I have recently undergone an
operation on my hip at your
Trust and would like to see all
the notes in my health record
regarding this period of care.
Please give me an indication of
when this information can be
provided to me.
Yours sincerely
Mrs A Smith
Can you recognise a
Freedom of Information (FOI)
Request?
Dear Sir/Madam,
I would like to know how much
the Trust is spending on the new
A&E unit due to be completed in
March 2014.
I would like a list of the new
medical and non medical
equipment being purchased for
this unit.
Yours sincerely
Daniel Radcliffe MP

17. Slide 17 of 21
Duty of Confidence
You have a legal duty
to protect and maintain confidentiality
 There’s a confidentiality clause
in your contract of employment
 You have a professional duty of confidence
It’s in your Code of Professional Conduct

18. Duty of Confidence
Be careful and cautious when answering the telephone:
 Callers request information under false pretences
 Requests for information need to be verified
 If possible, always obtain requests in writing
Are you unsure? Don’t disclose
Ask your manager or the Caldicott Guardian who’s
responsible for ensuring confidentiality

19. Slide 19 of 21
Good Quality
Record Keeping
 Does a record already exist?
 Records must be clear, factual, accurate & complete
 Can everybody else read them?
 Complete them quickly!
 Make sure they dated, timed and signed
 Keep information up-to-date
 Store them safely
Read them, check them, then check again!

20. Good Quality
Record Keeping
 Check the minimum period records have to be retained
 Are you deleting records?
If so check the organisation’s
Disposal of Records Policy and Procedures

21. Information security
is about ensuring
information is:
 Protected and secure
 Reliable
 Available to authorised
users only
Your responsibilities
are to ensure:
 Records are correctly stored
 Passwords are kept secure
 Report inappropriate
disclosures
 Safe Haven processes when
faxing are used
 Delete spam mail without
opening
 You don’t download
unauthorised software
 You use IT equipment correctly
Information Security
Any breaches of
data security,
no matter how small
must be reported

22. Information Security – A serious
matter
Organisations have systems in place to monitor the
access, use of systems and information by staff
Failure to comply with legal obligations or organisational
policy & guidelines could mean disciplinary and legal
action being taken

23. Your Responsibilities
DO
 Protect an individual’s information
 Be aware of national & local
information, Policy & Procedures
 Inform patients how information
is used and when it may be
disclosed
 Help to improve the way
organisation protects information
 Report any suspected or actual
breaches of information security
 Seek advice from the appropriate
leads if you have any Information
Governance concerns
DON’T
 Send confidential, person-
identifiable data without applying
the required encryption/security
measures
 Store Personal/Sensitive
information on unencrypted and
unauthorised portable devices
 Disclose confidential information
with unauthorised people
 Leave person-identifiable data
(PID) unattended or in vehicles
 Access inappropriate websites
 Use an organisation's equipment or
information to promote private
business or for financial gain

24. Useful sources of Information and
links
Further advice
Contact your local Information Governance Manager or Lead
Useful Links
 Information Commissioners Office
www.ico.org.uk/
 Connecting for Health Toolkit
www.igt.hscic.gov.uk/

25. • Any questions?
• Please take some time to complete the course
evaluation - Thank you…
• patrickdoyle@traininginnovations.co.uk
• Twitter: @Traininnovate
• Facebook: https://facebook.com/pages/Training-
Innovations-Ltd
• http://www.slideshare.net/TInnovations