The data protection act sets out 8 principles governing the use of personal information Personal data shall be processed fairly and lawfully
Personal data shall be obtained only for one or more specified and lawful purposes Personal data shall be adequate, relevant and not excessive Personal data shall be accurate and, where necessary, kept up to date. Personal data processed for any purpose or purposes shall not be kept for longer than is necessary Personal data shall be processed in accordance with the rights of data subjects under this Act Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data. Personal data shall not be transferred to a country or territory outside the European Economic Area, unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data. Explain why it is important to have secure systems for recording and storing information in a health and social care setting
The GSCC code of practice states care workers should respect confidential information and clearly explaining agency policies about confidentiality to service users and carers. It is important not to abuse the trust they have in you to maintain their personal information. The Data protection Act states “Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data”. To fulfil both these criteria it is important to have secure systems for recording and storing information.
Know how to access support for handling information
Describe how to access guidance, information and advice about handling information
Check your workplace policies and procedures or ask your line manager for advice. You could place a copy of your workplace confidentiality policy in your portfolio.
Explain what actions to take when there are concerns over the recording, storing or sharing of information
If someone requested information regarding a service user i cared for e.g. a relative, i would be clear and show empathy by saying I understand their concerns, but advise them that i am unable to give them the information without the permission of the service user. I could then ask them to give me their contact details so i could pass on this information and the person can contact them directly. Anytime i was unsure or had any concerns regarding the recording storing or sharing of information i would immediately report to my line manager and ask for advice.
Be able to handle information in accordance with agreed ways of working OUTCOME 3
Keep records that are up to date, complete, accurate and legible
It is important to maintain records and ensure they remain up to date, complete, accurate and legible. This is for several reasons
The health & safety of the service users
The Health & safety of the carer
It is a legal requirement as records could be used in a court of law.
Your assessor may carry out an observation of you completing records in this manner
Follow agreed ways of working for:
Records should reflect an accurate and up to date picture of the service users care and an historic record of care given. It should always be accurate, clear, easy to read and shareable
Information should always be stored securely so that only people who should have access are able to. This means it needs to be stored in an accurate and easily accessible filing system. Files should be returned to correct place immediately after use.
Information should only ever be shared on a “need to know” basis. This would apply to others directly involved in the care of a service user or another support role. This does not mean that these people need to know everything about that individual only what they need to know in order to carry out their role.