Medical records

Sharing patient information

Western Sussex Hospitals NHS Foundation Trust uses patient information in lots of different ways to ensure the best treatment for our service users.

To ensure each new regular use of information is legal, we undertake a Data Protection Impact Assessment (DPIA), which is a risk assessment recommended by the Information Commissioner’s Office (ICO), which is the regulator of the Data Protection Act 2018. These assessments are processed by the Trust’s Information Governance Team and approved by the Trust’s Data Protection Officer (DPO).

To make sure we are being transparent with our patients about what we are doing with their information, we regularly publish and update our most recent list of approved DPIAs.

Following the Trust’s updating its DPIA documentation to meet the needs of the new Data Protection Legislation from May 2018, any DPIAs authorised using that documentation now have a detailed summary of the project it concerns and its benefits.


Recently approved DPIAs

Ratified Project Details
27/06/2018

Nutritional Support Team (NST) Online Referral Form

 

27/06/2018

Vascular Team Online Referral

 

11/07/2018

Regional Anaesthetic Electronic Database

 

18/07/2018

Patient Level Information Costing System

All NHS Trusts are required to submit annual costing submission known as Reference Costs to the Department of Health each year detailing the cost of providing services to patients.  The annual submission is used by DOH and NHS Improvements to create the Payment by Results Tariff by which all Trusts are reimbursed for the services they provide.

 

The costing system is also used to produce Service Line Reporting which allows the Trust to see the income vs costs for each service.   This will allow the Trust to get a better understanding of what is driving costs in the Trust, how resources are being utilised and how that compares against the income the Trust receives.

19/07/2018

EMG Referral Form

Standardise and streamline internal referral processes.Digital version of current paper-based process

12/08/2018

Dietician’s Facebook Page

The main purpose of the page is to act as a moderated forum. We will post links to articles, journals etc. Put up posts about new technologies, updates in guidance etc.
26/09/2018

Stroke Neurology Pathways

The system currently requires patients admitted to hospital wait too long for psychological input when they have had a stroke.

A project groups has been set up to fully understand the problem so that the Coastal West Sussex Health Economy can work together on the stroke pathway to understand where the opportunity for real and sustainable change lies within our organisations to improve patient mortality, outcomes and experience.

15/11/2018

Scaling Up Quality Improvement For Surgical Teams

The QIST Study is a patient safety initiative to reduce complications from surgery by implementing two separate quality improvement initiatives using the Institute for Health Improvement (IHI) Breakthrough Series Collaborative model.

 

Participating Trusts will be randomised 1:1 to: QIST: Infection – this quality improvement initiative reduces the risk of the devastating complication of Staphylococcus aureus infection after joint replacement,

or

QIST: Anaemia – this quality improvement initiative better prepares patients for major surgery. It reduces transfusion risk, length of hospital stay, critical care admission, and readmission to hospital.

 

Once the evaluation period is complete the Trusts will be taught the alternative quality improvement initiative. WSHT has been randomised to QIST: Anaemia.

 

Data will be reviewed then assessed as to whether the initiative will improve the care for this patient group. The benefits proposed are shorter stays in hospital, fewer re-admissions, fewer critical care admissions & fewer blood transfusions.  This will also constitute a savings during the project of £4.8 million (nationally) & £160 per patient.

04/02/2019

Heartflow

Heartflow FFCRT is a computerised modelling tool which uses data from a cardiac CT scan to estimate flow in blood vessels in the heart.  It is a technology which is being trailed at WSHFT in association with NHS England’s Innovation and Technology Initiatives.  CT DICOM data is pseudonymised prior to transfer from the WSHFT sites to HeartFlow’s servers in Europe; PID is stored in-region and encrypted in-transit and at-rest. Only pseudonymised data is transferred to the USA for HeartFlow Analysis; the HeartFlow Analysis results are sent back and linked with the original PID in Europe. The models are then sent back to the relevant referring consultant at WSHFT.  No Data Protection risks of note have been identified.

12/03/2019

Respiratory Inpatient Review Request Form

The process for requesting a respiratory inpatient review has moved from a paper-based to an electronic system hosted on the WSHFT intranet to improve quality of care for patients and enable more effective and efficient working practices for staff. A data privacy impact assessment was carried out by the department and identified that data submitted electronically is potentially accessible to two small groups that would not have access to information in the system being replaced: administrators of the intranet and the trust’s external web development contractor. The admin group accesses the data only to produce reports for the information asset owner/administrator and to delete it from the server, while the external web developer would access it only if requested in order to resolve a technical issue. The admin group has completed relevant information governance training and is bound by Trust policies and the Confidentiality Code of Conduct which forms part of staff contracts with the Trust. The external contractor has signed a confidentiality/non-disclosure agreement in order to work within the trust’s secure N3 network.

12/03/2019

Chemotherapy Unit Referral To Dietitian Form

The process for requesting a dietitian referral from the chemotherapy unit has moved from a paper-based to an electronic system hosted on the WSHFT intranet to improve quality of care for patients and enable more effective and efficient working practices for staff. A data privacy impact assessment was carried out by the department and identified that data submitted electronically is potentially accessible to two small groups that would not have access to information in the system being replaced: administrators of the intranet and the trust’s external web development contractor. The admin group accesses the data only to produce reports for the information asset owner/administrator and to delete it from the server, while the external web developer would access it only if requested in order to resolve a technical issue. The admin group has completed relevant information governance training and is bound by Trust policies and the Confidentiality Code of Conduct which forms part of staff contracts with the Trust. The external contractor has signed a confidentiality/non-disclosure agreement in order to work within the trust’s secure N3 network.

12/03/2019

Respiratory Referral Form

The process for requesting a respiratory inpatient review has moved from a paper-based to an electronic system hosted on the WSHFT intranet to improve quality of care for patients and enable more effective and efficient working practices for staff. A data privacy impact assessment was carried out by the department and identified that data submitted electronically is potentially accessible to two small groups that would not have access to information in the system being replaced: administrators of the intranet and the trust’s external web development contractor. The admin group accesses the data only to produce reports for the information asset owner/administrator and to delete it from the server, while the external web developer would access it only if requested in order to resolve a technical issue. The admin group has completed relevant information governance training and is bound by Trust policies and the Confidentiality Code of Conduct which forms part of staff contracts with the Trust. The external contractor has signed a confidentiality/non-disclosure agreement in order to work within the trust’s secure N3 network.

29/03/2019

Affinity Watch List

The Watch list has been developed to replace the myriad of spreadsheets/ word documents to remind departments of patient tasks that need to be undertaken by a given date.

 

The Watch list will also allow users to be informed when a specified laboratory test for a given patient is available.

29/03/2019

Pacemaker Patient MRI Referral Form

The process for referring pacemaker patients for MRI investigations has moved from a paper-based to an electronic system hosted on the WSHFT intranet to improve quality of care for patients and enable more effective and efficient working practices for staff. A data privacy impact assessment identified that data submitted electronically is potentially accessible to two small groups that would not have access to information in the system being replaced: administrators of the intranet and the trust’s external web development contractor. The admin group accesses the data only to produce reports for the information asset owner/administrator and to delete it from the server, while the external web developer would access it only if requested in order to resolve a technical issue. The admin group has completed relevant information governance training and is bound by Trust policies and the Confidentiality Code of Conduct which forms part of staff contracts with the Trust. The external contractor has signed a confidentiality/non-disclosure agreement in order to work within the trust’s secure N3 network.


If you would like further information about any of these DPIAs or the information being shared, please email information.governance@wsht.nhs.uk.

 

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