Care Certificate Workbook - cis-assessment · Care Certificate Workbook Handling Information 2 Contents Handling Information ... Access to confidential information must be restricted

Care Certificate Workbook

Handling Information

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Contents


1. Describe the agreed ways of working and legislation regarding the recording, storing and sharing of information

2. Explain why it is important to have secure systems for recording, storing and sharing information

3. Demonstrate how to keep records that are up to date, complete, accurate and legible

4. Explain how, and to whom, to report if they become aware that agreed ways of working have not been followed

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14.1



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How to use this workbook

Do you need this workbook?

You need to do all 15 Care Certificate Standards. This workbook is designed to

support you to learn about Standard 14. Your manager is responsible for

checking your knowledge, understanding and competence in your specific

workplace(s).

If you already have a good level of knowledge and experience, you could take

an assessment instead and only do sections of the workbook (or sections of our

eLearning) that you need to. Your knowledge would be recorded and you can

build an evidence portfolio. This will save you and your manager a lot of time.

Your organisation may have free or funded access to our assessment system.

Check with your manager before you start this workbook. More information can

be found at www.CareCertificate.co.uk.

The following symbols refer to actions you should take to achieve the outcomes.

There is also an action checklist at the end of this workbook.

Reference “Manager”

We refer to “manager” through the workbook. This may mean something

different in your role, for example: supervisor, line manager, coach, buddy,

mentor, employer or assessor. This is the person responsible for checking you

are competent and confident to work.

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Ask…

LOCATE

DISCUSS

THINK

DEMONSTRATE

http://www.carecertificate.co.uk/



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14.1



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Describe the agreed ways of working and legislation regarding the recording, storing and sharing of information

Records can be stored electronically on computers or as paper documents in

organised filing systems.

Computers must be password protected and it is recommended that individual

documents are also password protected. Documents being sent by email should

be encrypted and protected. Confidential paper documents must be stored in a

locked cupboard or cabinet.

Access to confidential information must be restricted to only those people to

whom the information is relevant.

14.1a



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The recording, storing and sharing of data is covered by:

This is the main piece of legislation covering recording,

storing and sharing information.

The main principles are:

Information must be processed fairly and lawfully

You can only process personal data if you have a legitimate reason for doing so

Personal data can only be collected for the purposes you have specified ‘adequate’

Ensure the accuracy of the personal data you process

Personal data cannot be retained longer than is necessary for the purpose you obtained it

Personal data is processed in accordance with a person’s rights

Manage the security of the personal data you hold correctly

The Act provides practical advice to companies or other organisations who want to send personal data outside the European Economic Area (EEA) ‘international’

The Data Protection

Act 1998



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The Freedom of Information Act 2000 says that most public

authorities have a legal obligation to provide information through

an approved publication scheme and in response to requests for

information.

If you work for a local authority, your employer will have one or

more specialists responsible for requests made under this Act. You

will need to find out who this is and what procedures you should

follow if a request for information is made direct to you.

Anyone can request information – there are no restrictions on your

age, nationality or where you live.

The Freedom of

Information Act 2000



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Caldicott Guardians are experts on confidentiality issues and access

to individuals’ records. They can give advice on any concerns you

may have about a case. They are senior people nominated in

organisations who are responsible for safeguarding the

confidentiality of individuals’ information.

Two key components of maintaining confidentiality are the

integrity of information and its security:

Integrity is achieved by the accuracy and completeness of information using proper processing methods.

Security measures are needed to protect information from a wide variety of threats.

Caldicott Guardians



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The Caldicott principles and recommendations apply specifically to

information that identifies individuals and emphasise the need for

controls over the availability of this information and access to it. The

six Caldicott principles are:

1. Justify the purpose(s) of every proposed use or transfer

2. Do not use it unless it is absolutely necessary

3. Use the minimum necessary

4. Access to it should be on a strict need-to-know basis

5. Everyone with access to it should be aware of their

responsibilities

6. Understand and comply with the law

The Caldicott Principles



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Your employer may also have policies and procedures or agreed ways of working

explaining how data should be recorded, stored and shared.

The Information Commissioner’s Office is the UK’s independent

authority set up to uphold information rights in the public interest,

promoting openness by public bodies and data privacy for individuals.

Their website has lots of information about recording, storing and

sharing information under the Data Protection 1998 and the Freedom

of Information Act 2000.

http://www.ico.gov.uk

The Information

Commissioner’s Office

Find out what records your employer

keeps and how they are kept secure.

http://www.ico.gov.uk/



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Explain why it is important to have secure systems for recording, storing and sharing information

Current legislation requires everyone to maintain certain records and keep them

secure. Different employers will keep different records and in different ways. As

most of the information is sensitive and therefore not available to the general

public, it is important that information is stored securely so it cannot be

accessed by people who have no right to see it.

Remember, all information that is sensitive is called ‘Confidential’.

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Examples of where confidential information might be found:

Care and support plans

Risk assessments

Personal information about individuals being

supported

Personal information about

workers



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Demonstrate how to keep records that are up to date, complete, accurate and legible

14.1c

Date: 14/02/15

Today Jane ate all of the meal prepared for her,

and she made the decision about what she

wanted to eat. G Hervey

Date: 15/02/15

Jane was very withdrawn today. She did not

want to leave her bed and threatened self-harm.

ELloyd

Date: 16/02/15

I visited Jane today and she had a long

conversation with me about the other carer

Emma who comes in. She says she thinks Emma

doesn’t like her. Have reported to manager and

explained to Jane that Emma does like her. Jane

said she will try harder to have a chat with Emma

tomorrow when she is next in. G Hervey

Information that needs to be recorded should always be written in a legible manner. Legible means clear, readable and understandable. It could put the individual at risk if other people cannot read what you have written, for example in a support plan about the way the individual is feeling.

Support Plan: Jane Appleby

Always record any information given to you by an individual even if you think it is trivial because it might help someone else. Always check an individual’s care and support plan before working with them as there may have been changes since you last worked with the individual, even if it was only a short time ago.

Records must always be factual and not opinion. They should include the correct date and a full signature of the person writing the record. It is also recommended to use black ink to complete some documents. Information must not be crossed out or covered using correction fluid.



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Explain how, and to whom, to report if they become aware that agreed ways of working have not been followed

The paperwork you complete and things you record

in your work setting might be needed as legal

documents by the police or for use in court cases. This

is one of the reasons why it is so important to have

good recording skills.

If you use a computer in your role, make sure you

know how to use the files and programs properly,

including how to make sure records, documents and

emails are secure.

There have been several high profile cases reported in the press over the last

couple of years where people’s personal data has been mistakenly made public

by negligent staff, for example, leaving computer records stored on a data

memory stick in a public place in error. Computers and memory sticks must be

secure and password protected and never left unattended, for example, on the

back seat of a car.

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If you become aware of any situation where you suspect or know that

the agreed ways of working have not been followed, you have a duty

of care to report the situation immediately to your manager.

Report

Your checklist….

Outcome Symbol Description Tick

14.1a Find out what records your

employer keeps and how they are

kept secure.



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Well done! You have completed this workbook. What’s next…..

An essential part of the Care Certificate is to assess, evidence and record what

you have learnt. You may be entitled to use our assessment and evidence

recording system. Your manager is responsible for supporting you with this,

observing your practice and ensuring you are competent in your workplace, with

the people you support.

Checking your knowledge, competence and practice will be a regular part of your

ongoing Continuous Professional Development.

By taking an assessment first, you may find you already have some, most, or

all of the knowledge required and you can save time by avoiding repeating

subjects and courses unnecessarily.

More information about our resources can be found at

www.CareCertificate.co.uk.

Important Copyright Note:

This workbook is provided free of charge by The Grey Matter Group to people providing health and

social care to support a blended learning approach towards learning and achieving competence. It is

subject to the following criteria:

You cannot copy, reproduce or use any part of this workbook for financial gain or as part of a training

event that you are charging for or profiting from. You cannot use this workbook to create eLearning.

You cannot copy any of the images in this workbook as they are used under a license agreement.

We strongly recommend that you use it electronically to save paper.

If you pay to (or are funded to) use our online assessment system, you are welcome to have a free

Microsoft Word version of this workbook so you can make changes, personalise it, add your

organisation’s details and logo, provided The Grey Matter Group is credited for creating the workbook

and our logo remains on each page. For more info email: [email protected].

Every effort has been made to ensure the information contained in this workbook is accurate. We

cannot guarantee completeness or accuracy for all work settings. If you download an electronic

version from our website, these will be kept updated as appropriate. We are not responsible for

keeping any versions you have previously downloaded and amended up to date.

http://www.carecertificate.co.uk/

mailto:[email protected]