The document discusses ensuring data security when accessing, storing, and sharing health and social care records. It describes obtaining permission before accessing records, verifying identities, using passwords, and storing records privately and securely. When sharing information, it is important to establish the reason and agree on protocols to maintain privacy and use respectful communication. The document emphasizes the importance of following legislation, policies and procedures to ensure data protection.

1. CACHE Technical L3 Extended Diploma
Health and Social Care
© Hodder & Stoughton Limited
CACHE TECHNICAL LEVEL 3
EXTENDED DIPLOMA
HEALTH AND SOCIAL CARE
Unit HSC CM4: Communication in
health and social care

2. CACHE Technical L3 Extended Diploma
Health and Social Care
© Hodder & Stoughton Limited
Learning outcomes
LO4. Understand how to work in line with legislation, policies,
procedures and codes of practice relating to information management
o AC 4.1 Describe how to ensure the security of data when accessing
and storing records
o AC 4.2 Describe how to ensure the security of data when sharing
information

3. CACHE Technical L3 Extended Diploma
Health and Social Care
© Hodder & Stoughton Limited
Starter activity
Time: 5 mins
Data security
The security of information is of upmost importance when accessing
and storing records and sharing information about individuals and
others.
Watch the NHS Choices’ video clip, ‘Patient Online: the advantage of
24/7 access to your online GP records’:
http://www.nhs.uk/video/pages/patient-online-24-7-
access.aspx?searchtype=Search&searchterm=records&offset=1&
LO4. Understand how to work in line with legislation,
policies, procedures and codes of practice relating to
information management [AC 4.1, AC 4.2]

4. CACHE Technical L3 Extended Diploma
Health and Social Care
© Hodder & Stoughton Limited
Accessing records
• Permission needs to be sought prior to accessing records and
is based on a need to know basis.
• Permission levels are set depending on access requirements
for different roles – type of information accessed and
required by a Manager will be different to that accessed and
required by a care assistant i.e. a Manager will have access to
staff records including application forms, sickness records
and supervision records, a care assistant will not.
Ensuring the security of data when accessing records
LO4. Understand how to work in line with legislation,
policies, procedures and codes of practice relating to
information management [AC 4.1]

5. CACHE Technical L3 Extended Diploma
Health and Social Care
© Hodder & Stoughton Limited
Accessing records (continued)
• Others who require access to records must also have their
identification verified to confirm they are who they say they
are.
• This could be done in person, over the telephone or email,
providing details about who they are, why they require the
information and what organisation they work for. Sometimes
passwords are used with external agencies.
Ensuring the security of data when accessing records
LO4. Understand how to work in line with legislation,
policies, procedures and codes of practice relating to
information management [AC 4.1]

6. CACHE Technical L3 Extended Diploma
Health and Social Care
© Hodder & Stoughton Limited
Accessing records (continued)
• Electronic records could be accessed via a password that is only
known to those who require access to the records; different
passwords could be set to reflect different permission levels.
Passwords will also need to be changed regularly to ensure their
security.
• Electronic records must also only be accessed in private i.e. where
the information on the screen is not visible to others who do not
have access to it; screen savers could also operate when the person
accessing the records has to leave their PC unattended.
Ensuring the security of data when accessing records
LO4. Understand how to work in line with legislation,
policies, procedures and codes of practice relating to
information management [AC 4.1]

7. CACHE Technical L3 Extended Diploma
Health and Social Care
© Hodder & Stoughton Limited
Accessing records (continued)
• Paper records must also only be accessed in private and
within the work setting where they are required i.e. they must
not be removed from the work setting or be viewed on public
transport, they should not be left out for others who do not
have access to them to see.
Ensuring the security of data when accessing records
LO4. Understand how to work in line with legislation,
policies, procedures and codes of practice relating to
information management [AC 4.1]

8. CACHE Technical L3 Extended Diploma
Health and Social Care
© Hodder & Stoughton Limited
Storing records
• Every health and social care setting will follow their own policies,
procedures and protocols for storing records.
• Although procedures may vary, the principles of ensuring the
security of data when storing records are the same:
• storing records in a timely manner and only for as long as
necessary
• in line with agreed ways of working
• by those with permission to do so
• in a way that is consistent with the team’s way of working
• to ensure that all information required can be retrieved
quickly and easily when required.
Ensuring the security of data when storing records
LO4. Understand how to work in line with legislation,
policies, procedures and codes of practice relating to
information management [AC 4.1]

9. CACHE Technical L3 Extended Diploma
Health and Social Care
© Hodder & Stoughton Limited
Research activity
Time: 30 mins
Data Protection Act
Research the requirements of the Data Protection Act in terms of
the security of data when accessing and storing records.
LO4. Understand how to work in line with legislation,
policies, procedures and codes of practice relating to
information management [AC 4.1, AC 4.2]

10. CACHE Technical L3 Extended Diploma
Health and Social Care
© Hodder & Stoughton Limited
Sharing information
• Sharing information refers to the sharing of all information,
including verbal (in person and over the telephone) and
written (paper based and electronic records and
communications).
Ensuring the security of data when sharing information
LO4. Understand how to work in line with legislation,
policies, procedures and codes of practice relating to
information management [AC 4.2]

11. CACHE Technical L3 Extended Diploma
Health and Social Care
© Hodder & Stoughton Limited
Sharing information (continued)
• Establishing the reasons why information needs to be shared
is a key principle that underpins all health and social care
settings’ practices i.e. what information is required, why, what
the impact would be if it was shared, what the impact would
be if it wasn’t shared.
Ensuring the security of data when sharing information
LO4. Understand how to work in line with legislation,
policies, procedures and codes of practice relating to
information management [AC 4.2]

12. CACHE Technical L3 Extended Diploma
Health and Social Care
© Hodder & Stoughton Limited
Sharing information (continued)
• Once the reasons to share information have been established,
the protocol that will be followed must be agreed i.e. how it
will be done, in person or over the email and why, who will
have access to it, whether everyone needs to know all the
information or whether only some aspects are necessary.
Ensuring the security of data when sharing information
LO4. Understand how to work in line with legislation,
policies, procedures and codes of practice relating to
information management [AC 4.2]

13. CACHE Technical L3 Extended Diploma
Health and Social Care
© Hodder & Stoughton Limited
Sharing information (continued)
• The physical environment for the transmission of information
is very important – privacy must be maintained i.e. in a
private room, where others with unauthorised access cannot
see or hear the information being shared.
Ensuring the security of data when sharing information
LO4. Understand how to work in line with legislation,
policies, procedures and codes of practice relating to
information management [AC 4.2]

14. CACHE Technical L3 Extended Diploma
Health and Social Care
© Hodder & Stoughton Limited
Sharing information (continued)
• The social environment for the transmission of information is
also very important – it should be done in a respectful and
professional manner and follow a clear protocol in line with
agreed ways of working i.e. by using respectful language,
avoiding the use of jargon and by communicating clearly.
Ensuring the security of data when sharing information
LO4. Understand how to work in line with legislation,
policies, procedures and codes of practice relating to
information management [AC 4.2]

15. CACHE Technical L3 Extended Diploma
Health and Social Care
© Hodder & Stoughton Limited
Introduction activity
Time: 15 mins
Accessing and storing records
Describe five Top Tips for accessing and storing records in health
and social care.
LO4. Understand how to work in line with legislation,
policies, procedures and codes of practice relating to
information management [AC 4.1]

16. CACHE Technical L3 Extended Diploma
Health and Social Care
© Hodder & Stoughton Limited
Extension activity
Time: 15 mins
Sharing information
Describe the importance of ensuring the security of data when
sharing information.
LO4. Understand how to work in line with legislation,
policies, procedures and codes of practice relating to
information management [AC 4.2]

17. CACHE Technical L3 Extended Diploma
Health and Social Care
© Hodder & Stoughton Limited
Homework activity
Time: 15 mins
Your data
Write a reflection on the data that may be held about you in a
health or social care service you have used and why this is
necessary.
LO4. Understand how to work in line with legislation,
policies, procedures and codes of practice relating to
information management [AC 4.1, AC 4.2]

18. CACHE Technical L3 Extended Diploma
Health and Social Care
© Hodder & Stoughton Limited
Summary
In this lesson we have:
 explored how to ensure the security of data when accessing and storing
records
 explored how to ensure the security of data when sharing information.

19. CACHE Technical L3 Extended Diploma
Health and Social Care
© Hodder & Stoughton Limited
Summary: plenary activities
1. Explain the importance of ensuring the security of information when
accessing records.
2. Give two examples of how to ensure the security of data when sharing
electronic records about an individual’s health and well-being.