Care Certificate Workbook - cis-assessment · Care Certificate Workbook Handling Information 2...
Transcript of Care Certificate Workbook - cis-assessment · Care Certificate Workbook Handling Information 2...
Care Certificate Workbook
Handling Information
2
Contents
Handling Information
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
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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.
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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’.
14.1b
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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.
14.1d
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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.