Understand_How_to_Handle_Information_in_Social_Care_Settings

Task A Ai: Data protection act (1998) General social care council Freedom of information act (2000) Care standards act (2000) Aii That all records are kept in a secure place, locked and confidentiality is maintained throughout. This can be done via a several ways: locked with a lock and key, kept in the individuals’ room, ensuring someone is always in the room where records are kept (if not, locked). If an outside part wanted to view an individuals’ care plan or any information regarding themselves, they should always give consent where possible. If it is not possible to gain the consent of the individual then it should only be shared if it would be deemed to be in the best interest of the individual. Under no circumstances should information be shared if it will not be beneficial to the individual using your service. When writing records they should be factual as opposed to opinions. You should only give opinions if you know the persons traits and could possibly indicate something that the individual is not saying. All records should be clear and easy to read. Care plans, if written, handwriting should be clear and legible and accurate. Information must be relevant and adequate, not exaggerated but based on evidence. Aiii If someone comes into the company then they will get an induction pack and within the induction pack it will have information on how to handle information. This will include once reading the information you should lock the information away securely. If you are passing on sensitive information via email then it should have a password encrypting the file. The office will display a poster that has the 8 points in regards to data protection. This is a constant reminder to staff of what is expected when handling information. If someone is to read a piece of sensitive then it is also good to have them sign once they have read it. You could also have an informal discussion with someone when you see that they have done something incorrectly and just reminding them of what is expected when handling delicate information. If it was to persist then you would also remind someone of the companies disciplinary procedure and remind them that it might have to come into force is the problem was to continue. Eiv Daily log files which are handwritten, with this I would sit a person down and show them an example of a previous daily log where they would understand the template that we use. I would then go through the guidelines of how to write a daily log and what is expected to be in a daily log and the reasons behind why we keep them. Monthly reports which are electronic, with this I would demonstrate to the person how to access the files and this would include the password to the certain files that they would need to access. Showing the person a previous monthly report so they would understand the basic template and what is expected to be recorded. I would then explain how to use their own personal email system which is only accessible to the company. I would also mention that when sending any information that is sensitive that it should be password encrypted. Bi Guidelines for writing daily logs Clear handwriting Clear handwriting is used so that it would be easy for the person who was to read the document to understand. People who use the service need to be able to read what you have put down as well as yourself. A persons clothing should be written as soon as they put something on This is because if a service user was to abscond then the police would have an accurate description of who they were looking for. Use accurate information Make sure that any information inputted into the daily logs in factual. You may use opinion when you think that something the certain individual is doing something that is to be interpreted as meaning something else. Do not write something that is not true. Write the information down as soon as you can The information will still be fresh in your memory and you will be able to give a more accurate account of events that have happened. Know your audience If you know that someone has difficulty reading smaller letters then you should aim to write in bigger, bolder letters. Ensure you sign and date all reports that you write Ensure that any reports that you write are signed and dated. This help keeps a track of who is writing a report and if any further questions arise we will know who to talk to. This also indicates that you have read and that everything is factual. Use simple punctuation Please try and use simple punctuation. Some of the individuals in our service will not know what some of the punctuations mean. Avoid using : ; - Bii Keeping records are stored securely To ensure records are stored securely they should always be kept in a designated area. These will be made known to yourselves. All documents will be under lock and key, this is to ensure the confidentiality of the individuals. Do not leave documents lying around once you are finished with them, if someone is to walk in they will be able to be viewed by anyone and this is delicate information. If someone comes into the service and asks to see a person’s file then they must gain permission of the individual in question. If the individual is unable to give consent then it must be passed to a senior member of staff. The senior member of staff will then determine if it will be in the best interests of the individual for the information to be passed along to outside bodies. Biii Ensuring security when reading or making entries into records When accessing a file (either reading or to make an entry) you should always do it away from other people and keep it private to only yourself. Files that are marked as confidential are to not be disclosed without prior permission of the individual. You should not talk where you can be overheard. If you are accessing documents on the computer then please ensure that you do not leave the document open on the computer. Once finished you should shut the program down and log off. If someone comes to the service and asks to access the information of an individual, then, firstly you should check who the person is (ID card). You must gain permission of the individual and if the person is unable to give consent then it should be taken to a senior member of staff. The senior member of staff will determine if the information being shared would be beneficial to the individual in question. You should never discuss service users outside of work or when it is not necessary. This is because anyone can be listening and they will potentially get an understanding into the service users without the prior consent of the service user. This could be potentially be harmful to the service users. Biv Describe any special feature if different storage systems that help to ensure security All files should be kept under lock and key, this will help to keep the files for people who actually have permission to view them. If any files are kept on a computer then they should be password encrypted and the computer should have a firewall and virus checker (AVAST), this will prevent people gaining access to the files if the computer was to come under attack by an external virus. In addition to keeping files secure you should also restrict the movement from in and out of the premises. You can do this with a double locked door, keypad, and swipe cards. This will help limit the amount of people coming in and out of the premises and the people let in will have to gain permission beforehand. If anyone is to come to the premises then you should always check the ID of the person and if they have an appointment. With these measures in place you will be able to ensure the security of personal files.