Sharing process

Staff should only ever access a patient record on a “need to know” basis. Privacy Officers across the Trust monitor access to patient records to ensure access is legitimate to ensure our Trust is compliant with GDPR Article 5 1 (f) and with Principle 4 of the Caldicott Principles “Access to confidential Information should be on a strict need to know basis”

Sharing in and out

SystmOne allows DHCFT staff to share the data recorded here with other health organisations that also use SystmOne, subject to the patient’s consent. We can also request access to view information held by those other organisations within SystmOne subject to the patients consent.

There are two different types of consent required:

  • Sharing out - This consent controls whether the information recorded within DHCFT can be shared out 
  • Sharing in - This consent allows DHCFT to view information which has already been made shareable from other NHS Services according to the patient. 

First meeting 

When first contact is made you can offer the patient the leaflet that explains how their medical record may be shared. You should then ask them the following questions:

Sharing Out
Do you consent to the information that is recorded about you here at DHCFT being made shareable to any of the other services that currently care for you and use SystmOne? This will include any care services you may visit in the future where consent is given.

Sharing In
Do you consent to allow DHCFT to view information about you that has been recorded at other services where you also receive care. You must also have consented for information to be shared out of those services.

Scenario

Imagine the patient is now receiving care from DHCFT and is already receiving care from two other different NHS Services: a GP, and an NHS smoking clinic. The patient wants the GP and DHCFT to be able to share information with each other and also know their progress at the NHS Smoking Clinic.

However, the patient doesn’t want the NHS Smoking clinic to see any of their information that has been recorded at the GP or with DHCFT.

The patients share settings would look like this:

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The same consent questions will be asked of the patient at Each NHS Organisation they visit who also use SystmOne.