(Tier 2 with School Nurse Agreement)

Transcription

1 NORTH WEST AND PARTNERS INFORMATION SHARING CODE OF PRACTICE Information Sharing Code of Practice/ Operational Guidance for the sharing of information between Universal Children and Family Health Services in Lancashire Care Foundation NHS Trust and St James CE Primary School (Tier 2 with School Nurse Agreement) September 2014

2 1. Tiered Framework of the Information Sharing Code of Practice This Overarching Standard for Information Sharing is designed to be used in conjunction with a set of documents within a Tiered Structure. The structure is designed to provide a framework for the secure and confidential sharing of information between the partner organisations that contribute to the wellbeing of residents and ensuring disclosure is in line with statutory requirements. Information may be stored in many different formats such as, physical, electronic, audio or video. There are 3 main tiers to the structure.- Tier Zero- This is a document signed by a Chief Executive of an organisation agreeing in principle to share information responsibly. The names of all agencies in agreement are listed and can be added to as more agencies became involved. Organisations should, if possible, place copies of tier 0 and tier 1, and a list of partner organisations, on their internet sites to reassure the public of their commitment to sharing responsibly. If not this Tier 0 document, a document similar to a Tier 0 document must be signed by the CEO of all organisations wishing to take part. Only one Tier 0 document need be signed by the CEO for any number of Tier 2 documents agreed beneath it. Tier One- This is an overarching standard outlining the agreed procedures for sharing information. It is this document which sets the standards for obtaining, recording, holding, using and sharing of information. It outlines the supporting legislation, guidelines and documents which govern information sharing between partner organisations Tier Two- This gives guidance to operational practitioners on the production of a protocol for the safe sharing of information. These protocols should show what information should be shared and how and under what circumstances and by whom, and should be tailored to individual partnerships. This document will require authorisation of the participating partnership organisations. A copy of this document should be lodged with the Information Governance section. Guidance would suggest that the following are included - o Fair processing notices, o consent leaflets, o Social Care Record Guarantee, o confidentiality statement, o subject access o Short privacy impact assessments (PIA) This Code of Practice is designed to simplify and strengthen the sharing of information between partner organisations in the North West, along with other partners which border the geographical area and with whom we may share information.

3 Tier 2 Information Sharing Code of Practice/Operational Guidance 1. Introduction The Government understands that it is most important that people remain confident that their personal information is kept safe and secure and that practitioners maintain the privacy of the individual, whilst sharing information to deliver better services. It is therefore important that organisations can share information appropriately as part of their day-to-day practice and do so confidently. The Data Protection Act 1998 is not a barrier to sharing information but provides a framework to ensure that personal information is shared appropriately. This document covers the sharing of personal identifiable information between Children & Family Health Services, Lancashire Care Foundation NHS Trust (CFHS) and St James CE Primary SChool School (SCH). Children and Family Health Services include the school nursing service and the vaccination team The legal basis for sharing this information is within the Children s Act (2004) especially: Section 10: to create a statutory framework for local co-operation between local authorities, key partner agencies and other relevant bodies including the voluntary and community sector, in order to improve the well-being of children in the area. Section 11: arrangements to safeguard and promote welfare The statutory guidance also highlights the requirement for effective sharing of information at a strategic level and about individual children to support multi-agency working, and oversight of arrangements for agencies to work together in integrated planning, commissioning and delivery of services as appropriate. The information is being shared to: Ensure that CFHS know which children are attending which school. This will enable CFHS to provide the school aged health service to the local population of children. This service includes the childhood vaccination programme delivered by the vaccination team To ensure that CFHS know which children have moved in and out of the area. This will enable CFHS to forward Child Health records to other school nurse services and request information from other school nurse services in a timely manner in order to provide school aged health services. Ensure robust liaison arrangements between the school and universal Children and Family health Services in LCFT. Ensure individual children and young people are cared for appropriately according to their needs in order to meet any safeguarding concerns i.e. sharing of domestic abuse notifications on a need to know basis. Ensure schools are aware of which children require packages of care that may impact on the child s school education or attendance (with parental consent). To enable identification of children who are not receiving, or at risk of not receiving, a suitable education.

4 It is important to note that schools may receive information from children, young people and families which is intended for the CFHS. CFHS need to have assurances that the confidentiality of this information has been maintained. 2. Fairness and transparency Service Users of LCFT services are made aware that their information may be shared through a number of initiatives: Posting of Fair Processing notices in LCFT public areas. Distribution of a leaflet Sharing your Information with us which outlines the potential uses of their information and how they can enquire further about such sharing, and circumstances when information may be shared without their knowledge or consent. This leaflet also details how they may make further enquiries about information sharing. This leaflet is available on request and on the trust webpage. 3. Information Standards LCFT takes data quality very seriously and has a number of protocols and procedures in place to ensure that information held is fit for purpose. Quality assurance checks are made and staff members are expected to adhere to good practice regarding the recording of all service user information. LCFT and SCH are both registered under the Data Protection Act 1998, and therefore adhere to the principles enshrined within it. 4. Information to be shared 1. Class lists at the beginning of each term. The following information will be required for each child and this is preferred in a spreadsheet in the following order: a. School URN b. School year c. Surname d. Forename e. DOB f. Gender g. Address h. Postcode i. Telephone number j. Ethnicity k. Medical condition l. Parent/carer contact details 2. Monthly notifications of known movements in or out of school, unless the school has a very transient population, in which case, it may need to make weekly notifications. (see template in appendix 1) 3. Year 6 transition information with details of High Schools to be attended.

5 4. Requests for service made to CFHS by SCH about individual children or young people (see request for service form in appendix 2) 5. A record of children who require medication in school to be shared with the named School Nurse. 6. Information will also be shared between CFHS and the SCH and vice versa on a need to know basis in order to provide care for individual children for example around medical care plans. (See guidance in section 5). In addition to the information sharing guidelines in this document, the CFHS will need the following in order to fulfill their role: An appropriate room in school for visiting health representatives to see children and their families privately and confidentially as required. An appropriate, confidential and safe space for school drop ins where these are provided within high schools Support with the provision of time and space for: o Vaccination sessions o NCMP sessions in reception and year 6 o Completion of school health needs assessments in year 6 and year 9 under the supervision of a member of the school health team Timely liaison regarding new parents meetings. 5. In relation to the School Health Needs Assessment (SHNA) This is an annual process of assessing and planning for the individual and collective health and well-being needs of children in the school. Due to the number of participating schools, the SHNA year does not follow a conventional academic year and schools are allocated to cohorts that begin in either the autumn, spring or summer term. The following points will be discussed and agreed annually between a member of the School Nursing service and the school: 1. A named member of the School Nursing team allocated to manage the process with the school 2. A senior member of school staff allocated as a point of contact for SHNA within school 3. An updated SHNA Information sheet given to school 4. A meeting will be held between the named School Nurse and the designated member of school staff to confirm the SHNA arrangements, clarify the process and how it will be delivered in the school for the year ahead. Also explained and discussed will be: A review of the SHNA findings and actions from the previous year The importance and value of school s completion of the Schools Perspective The mechanism for informing parents and consent Questionnaires will be facilitated in class by a member of the school health team

6 Catch up questionnaires for children that are absent will be managed by a member of the school health team Anonymised data from SHNA and questionnaires will be fed back to the school The drafting and confirmation, together with the school, of the Action Plan for the coming year 6. How Will the Information to be shared 1. Each school has a named school nurse and they will work with each school to agree a method of liaison (see template for completion in Appendix 3). Each school will also have a contact person within the vaccination team and these details are also in Appendix Information will not be shared by but by hard copy, either sent by fax with assurance of receipt or by collection by a named member of the CFHS Team. 3. Class lists and lists of children who have moved in or out of the school will need to be sent by encrypted from the school to the named CFHS LCFT account (see contact details in Appendix 3). Contact must be made with the person receiving the information prior to the lists being sent. 4. Referrals from the school to the CFHS will also need to be sent by encrypted from the school to the named team account. Contact must be made with the person receiving the information prior to the lists being sent. 5. Information about children and young people and their families will usually only be shared after consent has been obtained (unless there is clear justification for sharing). There should be clear documentation of all shared information, which should only be shared in a safe and secure manner. 6. The school and the named nurse from CFHS will agree a booking in/ out system for the collection and delivery of information. 7. Post containing health information which is child specific must not be opened by members of school staff and must not be left in pigeon holes but in a safe/secure area. A safe storage area will require agreement with the school (and record on Appendix 3). This guidance relates to the following types of documentation School health needs questionnaires returned from parents/ carers Consents returned for the vaccination programme Referral forms, letters or communication from children, young people or families. Consents for vision screening (Central Lancashire only) 7. Security and Retention of shared information The Data Protection Act 1998 states that information should only be kept for as long as necessary: All key contact information will be recorded within the CFHS recording system.

7 Class list information will be saved in a restricted access folder on the CFHS network drive by team. This folder will only be accessible to Team Admin and clinical staff working in schools i.e. school support workers, school nurses and staff nurses. This information can only be retained for as long as it is needed and must be deleted once it is out of date Referral forms will be stored in the individual child s health record. Shared information will be retained in the records for up to 25 years in accordance with the NHS Records Management Retention Schedule. When s/files are deleted there will be a check that they are not retained in staff electronic recycle bins. Note: Security standards are covered in the Tier 1 document and should be referred to as appropriate. 7. Access to personal Information Data Subjects are entitled to know what information is held about them. If any of their details are wrong, they can inform us and corrections can then be made. If data subjects would like access to their information they should apply in writing. Applications should be sent to: Lancashire Care Foundation NHS Trust: The Data Protection Officer (Tim Harvey) Sceptre Point Sceptre Way Walton Summit Bamber Bridge Preston PR5 6AW The relevant organisation is obliged to reply to the request within 40 days. 8. Review CFHS and SCH will formally review this Information Sharing Protocol Tier 2 document 12 months after the commencement of this protocol, and thereafter at least once a year or earlier if requested in writing by either party. A template for listing lead officers can be found in the Appendices to the Tiered framework 9. Complaints Each Partner Organisation will deal with the complaints in accordance with their own procedures which will ensure that: Service users are aware that they can complain and of how to go about it; Complaints are resolved at first contact if possible; Complaints are acknowledged promptly in writing; The complaint is investigated fairly and thoroughly; Service-users are given an appropriate written response;

8 If appropriate the appeals procedures are explained to the service-user. 10. Non Compliance and Partner Disagreement In the rare event that a dispute arises it should be clear what action should be taken. In the event of a suspected failure within their organisation to comply with this Agreement, LCFT and SCH will ensure that an adequate investigation is carried out and recorded. If the Partner Organisation finds there has been a failure, it will ensure that: necessary remedial action is taken promptly; service-users affected by the failure are notified of it, the likely consequences, and any remedial action; Partner Organisations affected by the failure are notified of it, the likely consequences, and any remedial action. If one Partner Organisation believes another has failed to comply with this agreement it should notify the other Partner Organisation in writing giving full details. The other Partner Organisation should then investigate the alleged failure. If it finds there was a failure, it should take the steps set out above. If it finds there was no failure it should notify the first Partner Organisation in writing giving its reasons. Partner Organisations will make every effort to resolve disagreements between them about personal information use and sharing. When doing so they should refer to the Tiered Agreements and Associated Documents. However, they recognise that ultimately each organisation must exercise its own discretion in interpreting and applying this Agreement in line with guidance from the Information Commissioner. Nominated representatives should ensure they are notified at an early stage of any suspected or alleged failures in compliance or partner disagreements relating to their Partner Organisation. 11. Appendices 1. Appendix 1 Template for movements in and out 2. Appendix 2: Children and Family Health Service Request for Service Form 3. Appendix 3: Contact details

9 12. Signatures By signing this, partners are signing to the whole of the Information Sharing Protocol, including the Tiers Zero and One, and agree to the principles. Signed for and on behalf of Children & Family Health Services, Lancashire Care Foundation NHS:.. Name:. Position: Team Name:. Date:.... Signed for and on behalf of St James CE Primary School:.. Name:. Address:. Position: Head teacher or alternative (please state):... Date:...

10 APPENDIX 1 Template for movements in and out CFHS Team address: Lancashire House, The Sidings, Whalley BB7 9SE Tel No: CFHS Team TO THE SCHOOL SECRETARY OF St James CE Primary School Could you please advise by post or details of any children who have been admitted to your school (a) from other schools in the District (b) from other towns (c) from Private Schools (d) who have not previously attended school (e) who have been re-admitted during the past month Date Admitted Name of Child Date of Birth Address of Child Last school attended & Name of Town Details of any children who have left your school Date last attended Name of child Date of Birth New School & Town Address of Child if known Please also advise of any change of names or address for children on roll Name of Child Date of Birth Details of Change

11 Appendix 2: Children and Family Health Service Request for Service Form Child/young person s name: Date of birth: NHS Number (if known): Home Address with postcode: Telephone number: Name of parent/ carer: School/ nursery: Name/ address of GP: Looked after child? Yes/No CAF completed? Yes/No Issues for lone working? Discussion/ consent from child: Yes/No By whom: Date: Has parent/ carer been informed? Yes/No By whom: Date: Names of Other Agencies Involved: Reason for Referral: Referring Agency (Name and Discipline): Date of referral: Please return this completed form to the Children and Family Health Service by post/ to: Ribble Valley Children and Families Health Service Lancashire House, The Sidings Whalley, BB7 9SE Thank you The section below will be completed by the Children and Family Health Service: Action taken: This form to be scanned and filed in child/young person s health record following appropriate action

12 APPENDIX 3 Contact Details This to be completed by the named school nurse for each school with the school Children and Family Health Service: Named School Nurse: Vicki Rogers Mobile Number: Named School Support Worker: Rachel Singleton Named clerical officer: Named other: Mandy Preece (Community Staff Nurse) Team name: Ribble Valley Children and Families Health Service Team address: Lancashire House, The Sidings, Whalley, BB7 9SE Team telephone number: Secure team address: Vaccination team Vaccination team telephone number: School: Named link teacher: Named link admin: School address: School telephone: Secure address: Safe Storage area for post: Liaison agreement: Note frequency of contacts and with whom Date completed: