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
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.

16/04/2019

Bariatric APP

Peer to peer support via social networks is effective in promoting self-care in chronic disease states. App technology is possibly effective in changing eating and activity behaviour and some evidence suggests it may lead to weight loss. The evidence for this around bariatric surgery is limited so far. Currently our bariatric service invites patients to attend on four occasions prior to bariatric surgery, the purpose of which is to improve knowledge and encourage healthy behaviours. We wish to assess the feasibility, acceptability and uptake of a bariatric app for patients before and after surgery. It is essentially a PDSA style quality improvement project. It may lead into a properly controlled comparative research study.

09/05/2019

Breast Imaging Service X-Ray Film Disposal

The West Sussex Breast Screening service does not have enough room to store x-rays which are no longer needed. A company has been sourced which recycles x ray films using an environmentally friendly method. This method recovers the silver from the films and therefore the company will pay the Trust 30p for each kilo of film.

Each film has PID on it including name and date of birth. It is therefore important for the Trust to be satisfied that the external company will keep the films secure and confidential.

We have received references from the company, they deal with other NHS Trusts and are used to handling confidential data.  If there is a breach of confidentiality it will seriously damage their reputation.

The company have sent us details of how they handle the x ray films and a contract has been put in place by the Trust’s purchasing team.

10/05/2019

Radiological Discrepancies Reporting Form

The process for reporting radiological discrepancies has moved 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.

 

23/05/2019

Patient Self Check In

As part of the Trusts IM&T strategy we outlined a plan to work with our Patients to provide systems and services that helped them manage and control their own healthcare. One of the strategic projects was the delivery of self service check in to enable patients to check in electronically for their appointments.  

 

This initiative will also support the Outpatients efficiency plans and improve Patient experience by potentially reducing wait times during busy periods.

 

The new check in solution will not change the way data is processed apart from allowing Patients to check in electronically via a kiosk. This is normally exchanged verbally or via letters to the Reception team to check the patient in manually.

06/06/2019

WSCC Social Services Team Access To WSHFT Patient Data

A West Sussex County Council (WSCC) Social Services Team is based at the Worthing and St Richard’s sites of Western Sussex Hospitals NHS Foundation Trust (WSHFT) to provide social services support for patient discharge planning purposes. WSHFT provides printed paper copies of ward lists to the Social Services Team for this purpose.  The lists are secured inside folders whilst transported around site.

06/06/2019

Skype For Dietetic Consultants

We have noted that our younger, working age patients find it difficult to attend face to face clinical appointments and the advancement of technology tools in Diabetes management often requires assistance for data translation by Diabetes Specialist Dietitians. Whilst we can attempt these conversations via email or over the telephone, a face to face communication is often a simpler format, thus being able to offer a virtual face to face consultation is considered useful. We also expect that this facility will be of benefit to our patients with T1 Diabetes who are away at university, as they will not have to fix their consultations around their university holidays, but can arrange a more timely Skype consultation during semester time. The DPIA process was followed to identify risks to patients’ personal data. It was established that there is no additional risk to patient personal data, over and above the risks associated with and mitigated within our processes for traditional face to face, telephone and email communications, with the exception of someone overhearing the patient’s side of the conversation. This risk is reduced by highlighting to the patient that they should choose to Skype in a private area, via a guidance and approval document to be signed by the patient.

12/06/2019

Upper GI MDT Referral Form

 

The process for referring Upper GI patients for multi-disciplinary team discussion 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.

14/06/2019

Child Or Young Person’s Community Nursing Referral Form

 

The process for referring children and young people from western Sussex Hospitals to the community nursing service provided by the Sussex Community NHS Trust 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.

14/06/2019

New Trust Integration Engine (TIE)

The existing Trust Integration Engine (TIE) is running on an aged software platform, no longer actively supported by the supplier, and incapable of meeting the NHS interoperability agenda.

 

The TIE is a vital tool allowing information about patients to be safely and securely electronically transferred between Trust IT systems, meaning data can be entered once but used by multiple IT systems.  The new TIE has been chosen to ensure the Trust is able to meet the national interoperability agenda, to ensure the ongoing ability to flow patient level information between disparate Trust IT systems reducing the need for staff to re-enter data thereby improving quality of data and reducing potential harm through mis-keying, and to allow timely sharing of correspondence between the Trust and GPs.

 

Patient level data held in the clear is a requirement for all the systems that the TIE connects to, so access to the systems is strictly controlled to minimised the risk of sharing this data.

28/06/2019

Pathology  and Radiology Order Communications

Currently clinical staff at Western Sussex Hospitals NHS foundation Trust request radiology and pathology tests via handwritten forms which are then sent to the relevant department where the information is typed into the radiology and/or pathology system. GP requests for radiology tests are submitted via paper/emailed forms that need to be transcribed in to the radiology system.

 

This project will replace the handwritten forms with electronic data transmission and a printed form to accompany the sample(s) for pathology, using the ICE order communications system (OCS).

 

GPs and some Hospital clinical staff already use the existing OCS for viewing pathology results.

 

A data protection impact assessment has been carried out and there are acceptable security controls and staff training procedures in place.

04/07/2019

Alcohol Liaison Nurse Referral Form

 

The process for referring patients to the alcohol liaison nurse 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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