Access to patient/care records

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Created by Becky Deane - Last updated 6 days ago | Tags:
Information Governance

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04 August 2022 at 11:58am
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Hoping for help with this one. Do any of your volunteering roles include access to clinical records. Do the volunteers access patient information, upload patient information or add clinical notes.

Its something we can request from our IG team but would be helpful to understand how other trusts manage this please.

If they do, do you have any specific agreements?

We are rolling out the National Volunteering certificate as mandatory training for all volunteers which includes IG training. Access will be for some roles and not all but we are coming up against some concerns from teams that not having access will cause issues.

Any help and ideas appreciated. Thank you

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Chevron
04 August 2022 at 1:21pm
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I'd be interested to hear anyone's answers to this too!

We are looking at options for giving volunteers access to certain clinical systems, and it would be great to know what others are doing and how they overcame any barriers.

Thank you!

Catherine de Zwaan

Cheshire and Wirral Partnership NHS Foundation Trust

catherine.dezwaan@nhs.net

Vy Tran

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10 August 2022 at 9:19am
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Hi both, our project manager @Melissa Griffith has shared with us that for the Fall Prevention project that she led with @Laura Shalev-Greene at Kingston NHS Trust, the service manager gives each volunteer a patient workbook which contains the patient details and any key medical notes. Volunteers record session notes and outcomes within this workbook which they feed back to the service manager. The service manager then updates the 'Access' database with the information. So volunteers do not directly access medical records but the service manager does all the updates for them. Hope this helps? Not sure if @Laura Shalev-Greene wants to comment more on this topic?

10 August 2022 at 9:25am
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@Catherine de Zwaan Hi Catherine, thank you for your reply. I have heard back from our IG leads and we have had a no but I am approaching them further to open up conversation around this. The risks, costs and complications haven't been clearly specified so I am currently looking through the trust IG policy and looking at what these would be and looking at mitigating some of these risks. Once approach I'm clear with is that this will be some not all and carefully assessed with each volunteer. I have also put this on the futures platform and found another trust going through similar.

Very happy to open up conversation and share progress

becky.deane@oxfordhealth.nhs.uk

10 August 2022 at 9:34am
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@Vy Tran Thank you, this is really helpful, this is something we are looking at doing for all volunteers with patient contact, a spreadsheet populated with the necessary information and then the volunteer would add their notes to this. The barrier we have faced with this idea is with stretched services having capacity to complete the admin and with one service in particular feeling the volunteers could end up creating more work for a stretched team. Did you face anything like this with your workbooks, obviously the team need to make these up and populate the information. Was there any concerns from the service manager around their ability to do this and also then regularly update the clinical notes?

Vy Tran

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10 August 2022 at 9:48am
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@Becky Deane Great questions, Becky. May I ask if @Melissa Griffith or @Laura Shalev-Greene can help with the questions?

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