Understand how to

handle information in
social care settings

PWCS 38, D/602/3119, Level 3

Overview
Unit summary
In order for services to function efficiently and effectively, handling
information is an essential part of daily practice when working in care
settings. It is important that any information, especially personal
information, is accurately recorded, stored and shared according to the
policies and procedures of the care setting. Everyone in an organisation
has a responsibility to ensure that they follow these policies and
procedures. Some people have the additional responsibility of ensuring
that good practice is supported and maintained.
In this unit, you will gain the knowledge and understanding required to
implement and promote good practice in recording, sharing, storing and
accessing information in care settings. You will examine the key
legislation and codes of practice that relate to handling information in
care settings, and you will gain an understanding of how they inform
good practice. You will understand the correct procedures for both
manual and electronic storage systems, and their place in a modern care
setting. The unit will enable you to support others in managing and
handling information, and promoting good practice.
Contents

1. Understand Requirements for handling information in social

care settings
1. Identify Legislation and Codes of Practice that relate to handling
information in Health and Social Care Settings
2. Explain how legal requirements and codes of practice for handling
information.

2. Understand good practice in handling information in social care

settings
1. Explain how to maintain records that are up to date, complete,
accurate and legible.
2. Describe practices that ensure security when storing and
accessing information
3. Describe features of manual and electronic information storage
systems that help ensure security

3. Know how to support others to handle information

1. Explain how to support others to understand the need for secure
handling of information
2. Explain how to support others to understand and contribute to
records
Task 1. Understand requirements for handling
information in care settings

Learning Outcomes from this Task

This unit develops the knowledge and understanding needed to
implement and promote good practice in recording, sharing, storing and
accessing information in social care settings. This unit is aimed at those
who are interested in, or new to working in social care settings.
Requirements for handling information

 Relevant legislation relating to the recording, storage and sharing

of information in care settings, including:
 Data Protection Act 1998 (relating to data protection and
confidentiality)
 Freedom of information Act 2000.
 Other relevant legislation relating to the duty of confidentiality,
human rights, and safeguarding vulnerable adults, e.g.,
Safeguarding Vulnerable Groups Act 2006, Equality Act 2010,
Health and Social Care Act 2008.
 Codes of practice, including Skills for Care Code of Practice for all
care workers.
 Relevant local or internal codes of practice relating to the handling
of information and the accuracy, retention, availability and disposal
of information.
 Importance of having secure information systems, ensuring
necessary safeguards and appropriate use of personal
information.
 Workplace policies and agreed ways of working.

Legal requirements and codes of practice

 Issues relating to the legal requirements for the secure recording

of information:

1. common law duty of confidence

2. legal requirements for accuracy of information and for
information to be kept up to date
 3. obtaining personal data only for specific, lawful purposes
4. personal data to be relevant and not excessive for its
purpose.

Legal requirements and codes of practice. Cont.

 Issues relating to the legal requirements for the secure storage of

information:

1. the legal requirements that personal data should not be

kept for longer than is necessary for its purpose
2. security measures to protect against the accidental loss or
destruction of, or damage to, personal data
3. legal requirements for the storage of electronic and paper-
based data and access to secure information.
 Issues relating to the legal requirements for sharing information:
1. freedom of information
2. principles of confidentiality
3. agreed ways of inter-agency and multi-agency/integrated
working.
Instructions for Workbook

Read and learn the information and examples shown in

this workbook, use it together with the knowledge you
may find on the internet or other resources, to complete
this unit and answer the questions.

Each Section
Please do not just copy the information shown, ‘word for
word’, as this will almost certainly result in you being
asked to re-write your work by your tutor. You must
answer in your own words.
Once completed, please hand this in to your assessor
for marking.
This workbook, together with any observations required
will then be uploaded to the awarding body for
verification.
Please remember to sign the last page, confirming that
this workbook contains your own work and was
completed by yourself.
Study Guide
1.1 Identify legislation and codes of practice that
relate to handling information in social care
settings.
Three of the current legislation and codes of practice that relate to
handling information in health and social care seems to be most
important. They are as follows:
The Human Rights Act 1998 (Article 8)
Article 8 outlines the right to respect for private and family life
The Data Protection Act
The Data Protection Act (1998) makes provision for the regulation
of the processing of information relating to individuals, including
the obtaining, holding, use or disclosure of such information.
Caldicott Report (1997)
The Caldicott Report set out general principles which should be
used by health and social care organisations when reviewing use
of service user information.
Caldicott Review (2013)
The Caldicott Review looked into the balance between protecting
patient information and its sharing, to improve patient care
General Medical Council – Confidentiality: Protecting and Providing
Information (2009)
The document outlines the parameters of a doctor’s duty to protect
patient confidentiality. It highlights issues like: patients’ right to
confidentiality; protecting information; sharing information with
patients; the circumstances under which disclosure of information
may be made (e.g., with the patient’s explicit or implied consent;
those dictated by law; and disclosures in the public interest;)
disclosure after a patient’s death; and disclosure in relation to
treatment sought by children and those who are mentally
incompetent.
NHS Code of Practice (2003)
The NHS confidentiality code of practice is a guide to required
practice for those who work within NHS organisations concerning
confidentiality and patients’ consent to use their health records.

Mental Health Act (1983, amended 2007)

The MHA and the associated Code of Practice include a number of
sections relevant to information sharing and confidentiality
Mental Capacity Act (2005) Code of Practice
The MCA code of practice simply outlines how the act should be
operated in practice
The Freedom of Information Act 2000
The Freedom of Information act 2000 creates the ‘right of access’
to the public of general information help by public authorities, local
authorities and the National Health Service. Personal data cannot
be accessed as this is protected by the Data Protection Act 1998.
Carers Code of Practice
One of the central codes of practice in health and social care has
been provided by the GSCC and it sets standards of practice and
behaviour for staff working in that field, including standards for
handling information and maintaining confidentiality. Other legal
sources of information regarding handling information are
stipulated through common law and the rulings of individual cases.
PWCS 38.1.1 Identify legislation and codes of practice that relate to handling
information in social care settings.

Answer:

The 2018 Data Protection Act, or DPA 2018,

Overview: The General Data Protection Regulation (GDPR) and the Data Protection Act of
1998 were superseded by the Data Protection Act of 2018.

Purpose: The aim is to control the handling of personal information and guarantee the
defence of people's rights.

Regulation on the General Data Protection (GDPR):

Overview: This rule from the European Union governs how personal data is processed.

Purpose: Strengthens and harmonises EU citizens' rights to data protection.

The 2012 Health and Social Care Act:

Overview: English laws outlining the composition of the health and social care sector.

Purpose: Incorporates clauses concerning the management of health and social care data.

Article 8 of the Human Rights Act of 1998:

Overview: Ensures that the right to privacy and family life is respected.

Purpose: Has an effect on how private data is handled in social care environments.

2014's Care Act:

Overview: Describes the legal framework that ensures the safety and welfare of persons who
are receiving assistance and care.

Purpose: Contains clauses pertaining to social care confidentiality and information exchange.
PWCS 38.1.1 Identify legislation and codes of practice that relate to handling
information in social care settings. (cont.)

Answer:

Children Acts of 1989 and 2004:

Overview: Child welfare legislation.

Relevance: Consists of clauses pertaining to confidentiality and information exchange in the

context of child protection.

Regulations of the Care Quality Commission (CQC):

Overview: The laws controlling social and health care service registration and inspection.

Relevance: discusses the guidelines for managing data in care services.

Information Governance in Social Care: A Handbook of Law and Best Practices (2016):

Overview: A manual that offers details on pertinent laws and recommended practices for
social care environments.

Relevance: Provides helpful advice on how to handle information properly.

Guidelines from the National Institute for Health and Care Excellence (NICE):

Overview: NICE offers recommendations on a range of social and health-related topics.

Relevance: Recommendations on confidentiality and information management may be

included in several standards.
Study Guide
1.2 Explain how legal requirements and codes of
practice inform practice in handling information.
All of the legislation and codes of practices carry almost the same
messages - which is personal and sensitive information must be
processed lawfully and stored securely, so that it does not get lost,
damaged, unauthorised access, unauthorised alteration and accidental
destruction.

Therefore, health and social care service provider must follow the
legislation and codes of practices when handling personal data and
sensitive information. Personal data must be collected in guideline with
Data protection act and other legislations. It must be processed safely
and stored securely. It is a best practice to keep personal data in locked
file cabinet. If it is stored in computer then it must be kept password
protected to avoid unauthorised access.

Personal data must not be disclosed without the person’s authorisation.

Safety of the data must be ensured while exchanging with agreed others
such as right person, right email address and right fax number etc. The
Data Protection Act gives individuals the right to access information held
about them except in certain situations where public safety, security and
health are at risk.

The main points of legal requirements and codes of practice for handling
information in health and social care are as follows:

Data Protection Act 1998 - 8 principles

1. Fairly and lawfully processed

2. Processed for limited purposes
3. Adequate, relevant and not excessive
4. Accurate
5. Not kept for longer than necessary
6. Processed in accordance with the data subject’s rights
7. Kept secure
8. Not transferred to countries without adequate protection

Personal data shall not be transferred to countries outside the European

Economic Area - the EU plus Norway, Iceland and Liechtenstein - that
do not have adequate protection for individuals' personal information;
unless a condition from Schedule four of the Act can be met.

Human Rights Act 1998:

Article 8 highlights the right to private and family life, which

consequently put a duty on health and social care providers to
protect clients' privacy and maintain confidentiality of their personal
information.

Providing organisations work in accordance with the Data

Protection Act and rulings from the common law, they should be in
line with the requirements of the Human Rights Act.

Codes of practice from GSCC:

 Care employees need to respect confidential information and

clearly explain agency policies about confidentiality to service
users and carers
 They must not abuse the trust of service users and carers or the
access they have to personal information about them or to their
property, home or workplace
 Care employees need to maintain clear and accurate records as
required by procedures established for their work

Caldicott Principles:

 These justify the purpose for processing the client information

 Only use personally identifiable information if absolutely necessary
 Use the minimum personally identifiable information
 Employees should only have access to confidential information on
a need-to-know basis
 All care staff need to be aware of their responsibilities with regards
to confidential information
 Staff and organisations need to understand and comply with the
law
PWCS 38.1.2 Explain how legal requirements and codes of practice inform practice in
handling information.

Answer:

Setting Explicit Rules:

Clear rules for the handling of information are established by legal requirements, such as
industry-specific legislation and data protection laws.

Codes of practice offer more thorough guidelines that are frequently unique to a certain
industry or profession and give practitioners useful insights into compliance.

Lawful Processing Definition:

Legal criteria define the circumstances under which processing of personal data is
permissible, particularly in relation to data protection legislation such as the GDPR.

Codes of practice may go into further detail about these requirements, assisting professionals
in comprehending the subtleties of processing data in a legal manner.

Protecting Rights and Consent:

Legal obligations place a strong emphasis on protecting people's rights over their information
and getting consent before processing personal data.

In order to assist practitioners effectively apply these principles, codes of practice frequently
include helpful guidelines on gaining valid permission, maintaining transparency, and
protecting persons' rights.

Stressing Security Procedures

Security measures must be put in place to guard against unauthorised access, modification,
and destruction of information, according to both legal standards and norms of practice.

To make sure that practitioners take the proper precautions to protect information, they could
specify certain security procedures, such encryption, access controls, and secure storage.

Controlling Data Storage:

Legal restrictions, such as data protection legislation, may contain time limits for the retention
of personal data.

Codes of practice may offer sector-specific recommendations on data retention durations,

assisting practitioners in abiding by legal obligations and handling data sensibly.
Task 2: Understand good practice in handling
information in social care settings

Learning Outcomes from this Task

● Features of both manual and electronic information storage systems

to ensure security:
1. Manual information storage, e.g., locked drawers or
cupboards
2. Electronic information storage, e.g., password protected
files, encryption, electronic audit trails, secured IT
networks
3. Access is only given to those who need to know
4. Confirmation and identify checks.
● Ensuring security when storing and accessing information
according to workplace procedures.
● Practising strict security measures according to workplace
procedures.
● Ensuring the security of access to records and reports according
to legal and organisational procedures, ethical codes or
professional standards.
● Importance of keeping legible, accurate, complete and up-to-
date records that are signed and dated, specifying individual
needs and preferences, indicating any changes in condition or
care needs.
● Ensuring audit processes are supported in line with own
role and responsibilities.
Study Guide
2.1 Explain how to maintain records that are up to date, complete,
accurate and legible.

All records that you keep and documentation that you are responsible for
must adhere to certain standards to ensure that they are fit for purpose.
In short, this means that any records you complete should be up to date,
complete, accurate and legible.

Up to date records
Records should always be up to date. Documentation such as care
plans are constantly changing and should be regularly reviewed to
ensure that they are not outdated. Old documents could result in a
member of staff performing tasks that are no longer required and
possibly even harmful to an individual (e.g., administering medication
that is no longer needed).

Complete records
All records should be fully completed to ensure that no information is
missed. You should aim to include as much detail as possible.
Incomplete records could result in staff not being aware of the whole
picture or having to use guesswork.

Accurate records
It is essential that all records are 100% accurate. This means sticking to
the facts and writing in an objective manner. You should not include your
personal feelings or opinions. If records are not accurate, it could result
in incorrect conclusions being drawn and an individual receiving the
wrong care and support.

Legible records
All records must be legible so that anyone reading them can understand
and comprehend them. This may mean slowing down your writing or
writing in block capitals to ensure clarity. If others cannot read the
records you write, then they will not be of any use.

Describe features of manual and electronic information storage systems

that help ensure security.
PWCS 38.2.1 Explain how to maintain records that are up to date, complete, accurate
and legible

Answer:

Create lucid policies for record-keeping:

Justification: A framework for consistent record-keeping is provided by clearly established

policies and processes. Employees must be aware of how crucial it is to follow these
guidelines in order to guarantee that records are accurate, comprehensive, current, and
readable.

Review and Update Records Frequently:

Justification: Information is kept up to date with the help of a methodical programme for
records reviews. In order to reflect changes and developments and maintain the overall
quality and completeness of records, regular updates are necessary.

Employ a Uniform Format:

Justification: Standardised templates bring consistency to record-keeping, which facilitates

comprehension and accuracy maintenance. Maintaining a standard format improves
readability and reduces the chance of mistakes caused by different recording techniques.

Adopt Version Control:

Justification: Version control in electronic documents enables the tracking of modifications

over time. This contributes to the overall correctness and completeness of records by
guaranteeing that the most current and accurate information is kept.

Add the timestamps:

Justification: Timestamps help with tracking the timeline of events by offering a chronological
record of modifications. This guarantees accountability for any alterations made to the records
and also helps to assure correctness.

Verify Information Again:

Justification: An accuracy-enhancing validation procedure is cross-referencing data with other

pertinent records or sources. By ensuring data consistency across several records, this
approach adds to correctness and completeness.
Frequent instruction and quality assurance:

Justification: Maintaining accuracy requires regular quality checks and training sessions for
personnel involved in record-keeping. Employee awareness of best practices is guaranteed
by training, and errors are quickly found and fixed with the aid of quality inspections.

Safe Access and Authorization:

Justification: Ensuring the security and correctness of records is achieved by limiting access
and granting permissions to avoid unwanted modifications. Updates can only be made by
authorised individuals with the appropriate authorization, ensuring overall accuracy and
completeness.

Put in place checks for data validation:

Justification: By verifying that entered data satisfies predetermined criteria, data validation
checks in electronic records help to prevent errors. This procedure prevents errors in the data,
improving correctness and completeness.

Study Guide
2.2 Describe practices that ensure security when storing and
accessing information.
All records that you keep and documentation that you are responsible for
must be kept securely. The most vulnerable time for this information is
when it is being accessed. Room doors open, computer passwords
visible when being typed in, people looking over your shoulder etc.
The following are guiding principles to help ensure that the security of
these records is kept;

 Only discussing information in confidential setting

 Only discussing information with members of staff, who need to
know the information
 Ensuring that written records are kept in locked cabinet
 Ensure that staff message book is kept secure in office
 Ensure that computer files are password protected
 Ensuring that service user personal files are kept in secure
location in office
 Not having telephone conversations regarding service users in
front of other service users or visitors.
 Ensure that filing cabinets remain locked when not in use.
PWCS 38.2.2 Describe practices that ensure security when storing and accessing
information.

Answer:

The encryption process: In order to prevent unwanted access, information is transformed into
a code via encryption, a security measure. It offers an extra degree of security to data that is
transferred and stored by guaranteeing that even in the event of data interception, it cannot
be decrypted without the right decryption key.

Control of Access: Access control systems restrict who has access to particular data.
Organisations can guarantee that only authorised personnel possess the requisite
authorizations to view or alter confidential information by putting user authentication,
authorization, and role-based access controls into place.

Frequent evaluations of security: Regular security audits entail a methodical examination and
evaluation of the implemented security measures. By using this procedure, security policy
compliance is ensured, vulnerabilities are found, and possible risks to stored data are dealt
with in advance.

MFA, or multi-factor authentication: In order to access information, users using multi-factor

authentication must present many forms of identification. By adding an additional layer of
security on top of the conventional username and password combos, this increases the
difficulty of unauthorised users accessing critical data.

Backups of data: Information backups on a regular basis are essential for reducing the
chance of data loss from unanticipated incidents like hardware malfunctions, cyberattacks, or
natural catastrophes. Backups guarantee that data may be returned to its original state in the
event that it is compromised.

SSL/TLS Secure Transmission Protocols: Data is encrypted during network transfer via
secure transmission protocols like TLS (Transport Layer Security) or SSL (Secure Sockets
Layer). In doing so, data is protected from being intercepted or accessed by unauthorised
parties during system transfers.

Intrusion Detection Systems (IDS) and Firewalls: Incoming and outgoing network traffic is
monitored and controlled by firewalls, which serve as a barrier between trustworthy external
networks and protected internal networks. By examining network or system activity for
indications of malicious behaviour, intrusion detection systems (IDS) add another line of
defence against unwanted access.
Safe Physical Storage: Information kept on physical media must be protected with physical
security procedures. This entails locking up servers, backup tapes, and other storage devices
and limiting access to only authorised individuals.

Study Guide
2.3 Describe features of manual and electronic information storage
systems that help ensure security

During this task you will have to show you have a security minded
method of securing information. Most of the details you will be aware of
but they are now such common practice that you automatically use them
without thinking.
This task brings them to the forefront of your mind. All of these are now
used as best practice, legislative requirement as well as company
procedure;

• Use passwords on computers and files, frequently change

passwords
• Lock the computer when leaving the desk
• Lock confidential papers in a cabinet
• Only unlock cabinets when they are needed
• Shred confidential paper waste
• Ensure that telephone calls cannot be overheard
• Meetings should be conducted in a separate area where they
cannot be overheard
• Only necessary information should be shared, on a need-to-know
basis
• For a telephone call, the identity of the caller needs to be clearly
confirmed before sharing any information
Always remember;
Do not discuss confidential information or other clients in front others
(e.g., in conversations with clients or double-ups with other colleagues)
Encrypt files and safely store any electronic data (e.g., USB sticks or
discs in a safe of locked cabinet)
Manual security storage systems are locked away - usually via lock and
key. Its better if they are stored in room with restricted access so, no/any
disentitled person will be able to gain access and read them at all. As a
result, information will be safer.
The electronic security systems are generally held on computer
protected via passwords and firewall.
PWCS 38.2.3 Describe features of manual and electronic information storage systems
that help ensure security
Answer:
Features of Manual Information Storage Systems that Ensure Security:
Controls for Physical Access: Physical access controls, like lockable filing cabinets or rooms
with restricted access, can be used to secure manual storage systems. A base layer of
security is provided by ensuring that only authorised individuals can touch and physically
access sensitive documents.

Classification and Labelling of Documents: Confidential information can be easily identified by

clearly classifying and labelling documents based on their level of sensitivity. By ensuring that
staff members can promptly identify and manage documents correctly, this procedure lowers
the possibility of misuse or illegal access.

Logs of Visitors and Sign-In Processes: Putting visitor logs and sign-in processes in place
makes it easier to keep an eye on and regulate who enters locations that hold sensitive data.
Accountability is ensured by this manual control process, which keeps track of the identity and
reason for each person's access to storage facilities.

Frequent Inventory and Audits: Regular physical record audits and inventories assist
guarantee that all papers are traceable and that illegal access can be identified. The manual
review procedure helps to ensure the security and integrity of the data that is saved.

Safe Disposal Techniques: Safe document disposal practices guarantee that private data is
securely disposed of after it is no longer required. Information that may still be present in
destroyed documents can be prevented from being accessed by unauthorised parties by
using secure disposal techniques like shredding or burning.

Features of Electronic Information Storage Systems that Ensure Security:

Authentication of users and access controls: User authentication procedures and access
controls are integrated into electronic storage systems. To guarantee that only authorised
users can access sensitive electronic information, they include multi-factor authentication,
biometrics, and username/password combinations.

The encryption process: To prevent unwanted access, electronic data might be encrypted.
Data is further secured by encryption methods, which transform it into a format that can only
be accessed and decoded by those with the right decryption key.

Audit Trails: Electronic systems keep audit trails that document specifics of user actions, such
as additions, deletions, and updates. These logs offer a thorough account of all system
interactions, which helps identify any odd or unauthorised activity.
Automated Restores: Automatic backup procedures that frequently replicate data are a
common feature of electronic systems. This guarantees that a current, safe copy of the data
may be recovered in the event of data loss, such as that caused by system malfunctions or
cyberattacks.

Intrusion Detection/Prevention Systems and Firewalls: By monitoring network traffic and

spotting possible security threats, firewalls and intrusion detection/prevention systems protect
electronic information. By serving as barriers against unauthorised access, these technologies
stop malevolent actors from jeopardising the accuracy of data that has been stored.

Access Control Based on Roles (RBAC): RBAC enables organisations to designate particular
access rights according to work roles. Because users can only access the data required for
their responsibilities, there is less chance that unauthorised users will obtain sensitive data
from the electronic storage system.

Frequent Patch Management and Software Updates: In order to fix known vulnerabilities in
electronic storage systems, it is essential to keep software and systems updated with the
most recent security patches. Frequent updates aid in preserving the system's integrity and
security against potential threats.

Measures for Preventing Data Loss (DLP): DLP safeguards in digital systems aid in
preventing sensitive data from being leaked or shared without authorization. To make sure
that data is not accessed or sent in an improper manner, these precautions may include
content inspection, contextual analysis, and policy enforcement.

Task 3.
Know how to support others to handle
information
Learning Outcomes from this unit
Others
May include: team members, colleagues, individuals accessing or
commissioning care or support, families, carers or advocates.
Support others to handle information
 Ensuring that others understand the need for secure handling of
information.
 Ensuring that others access relevant, compulsory training, e.g., in
information governance.
  Supporting others to put into practice the guidance and procedures
from information governance.
Support others to contribute to records
 Ensuring that others understand the importance of secure record
keeping.
 Supporting and enabling others to contribute to manual and
electronic records:

1. Reporting accurate and sufficient information to the appropriate

people
2. Sharing relevant information relating to any changes in an
individual’s personal details, condition or care needs.

 Ensuring others are familiar with procedures for reporting

incidents relating to any breach of information security, such as
missing, lost, damaged or stolen information or records.
 Importance of thorough and reliable communication systems.

Study Guide
3.1 Explain how to support others to understand the
need for secure handling of information.
The importance of handling information securely can be conveyed
to others by explaining the consequences of not protecting the
personal data of others.

You could support them by showing them what information you

have on file about them, and inform them of their rights to see the
information. then ask them how they would feel if their own
personal information was passed onto others without their consent.

 Explain to them why you need to keep the information,

 Explain the way the information is collated,
 Explain how the information is stored for security purposes.
 Explain who will have access to their information,
 Explain the reasons why that information may need to be
disclosed to others,
1. potential harm,
2. For medical reasons.
 Explain the consequences to the individual such as social
exclusion or fraud as well as consequences to the
professional including disciplinary action, dismissal and legal
action for not operating within the guidelines.
PWCS 38.3.1 Explain how to support others to understand the need for secure
handling of information

Answer:

1. Open Communication:

Establish an environment of open communication. Provide a setting where people are at ease
asking inquiries or sharing concerns regarding information security.

2. Show Off Your Transparency:

Details of the Showcase: Give an example of the kinds of personal information that are
gathered and kept. They gain trust and are better able to comprehend what is being protected
thanks to this transparency.

3. Inform of Rights:

Describe Access Rights: Teach people about their right to see and get the data that is kept on
them. They now have the ability to see and manage their personal data.

4. Highlight the Reason:

Explain the Goal: Describe the requirement for particular data to be gathered. Emphasise
how important and relevant the services being offered are.

5. Explain the Gathering of Information:

Gathering Procedure: Describe the information collection process while highlighting moral
and legal requirements. Resolve any issues you may have with the techniques.

6. Emphasise Security Procedures:

Security Procedures: Describe the security protocols in place for data protection and storage.
This covers access limits, encryption, and additional security measures.

7. Clarify Access Limitations:

Approved Staff: Clearly state who has access to the information inside the organisation.
Stress the significance of limiting access to those who truly need it.
8. Describe the Disclosure's Motivations:

Possible Damage: Explain the circumstances in which disclosure would be required to avert
possible damage, making sure people are aware of the protective nature of information
sharing.

For medical reasons: Remind them that sometimes disclosing medical information is
necessary for their health.

3.2 Explain how to support others to understand and

contribute to records
Agreed ways of working are the policies, procedures and systems
that your organisation uses. There will be rules that you must
follow when recording, storing and sharing information. Explain the
different systems to them or have them go on training to learn
about them.
You have a duty to your employer to ensure that you adhere to the
policies and procedures. If you are unsure how you should be
handling information or you have concerns about the way
information is handled, you should seek guidance from your
manager.
You can work with your colleagues to make entries in the service
users care plan, exchanging views, and give suggestions to
improve the quality of service delivery for the service user.
Explain to new colleagues...
They must always maintain the rights of the client/patient
They must comply with legislation.
Demonstrate the records that need to be maintained securely,
these would include but not limited to:
1. information report/handover,
2. care plans,
3. patients/client notes,
4. records fluid balances,
5. records of menus choices,
6. Records of ordering equipment,
7. Records of any/all risk assessments,
8. Records of admission letters,
9. Records of referrals,

Show them in this way, that during a normal working day, they
would have access and contribute to the secure records. That this
is a responsibility they must take on.
PWCS 38.3.2 Explain how to support others to understand and contribute to records
Answer:
Consented Methods of Working:
Describe Consented Methods of Working: Present the idea of "agreed ways of working" as
the rules, processes, and directives for managing and preserving documents inside the
company.

Opportunities for Training:

Emphasise Instruction: Let them know about the training programmes offered to help them
better comprehend the organization's record-keeping guidelines.

Responsibility and Accountability:

Stress that each person has a part to play in keeping correct records, which enhances the
team's performance as a whole and the standard of care given.
Accountability: Emphasise how crucial it is to take responsibility for the data they document
and how it affects patient care.

Cooperative Documentation:
Group Cooperation: Describe how maintaining records is a team effort. Team members
collaborate to correctly and thoroughly record information.
Promote Communication: Stress the need of open lines of communication between team
members to guarantee that all members are in agreement with patient care and
documentation.

Rules for Maintaining Records:

Showcase Best Practices: Give instances of records that are kept up to date. Stress the
significance of timeliness, thoroughness, and clarity in documentation.
Promote Accuracy: Emphasise how important it is to communicate correct information in
records by utilising clear, impartial language.

Particular Documents and Records:

Determine Important Records: Describe the many kinds of documents they will come across,
including treatment plans, evaluations, patient notes, and any particular paperwork related to
your area of expertise.
Examples of Walk-Throughs: Show them how to complete standard forms, highlighting the
particular information that has to be included.

Concerns for Law and Ethics:

Respect for the Law: Emphasise the significance of abiding by moral and legal requirements,
making sure that records abide by company rules and privacy regulations.
Respect for Patient Rights: Stress the importance of maintaining patient privacy and rights
while working with sensitive data.
Assessor Observations:

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Assessor

Name…………………………………Signature…………………………Date………….
Assessor Observations:

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Assessor Observations

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Assessor Observations:

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Certification.

I…………………………………………………………………….
acknowledge and certify that this, the contents of the answers
in this workbook, is all my own work.

Signed…………………………………………………………………

Dated……………………………………………………………….