Schedule D to the Buckinghamshire Provision of Care Information Sharing Agreement - Sharing Requirement Sharing Requirement Identifier: Sharing Requirement Name: Sharing Requirement Start Date: Sharing Requirement End Date: Sharing Organisation: Caldicott Guardian/Designated Officer: Status: Version: BU140001 Buckinghamshire Coordinated Care Record st 1 Feb 2014 st 31 March 2016 [org] [guardian] Active 1.5 Summary of the Sharing Requirement The Buckinghamshire Care Co-Ordination Record (BCCR) enables patient consented information about a patient’s medical condition and Advance Care Plans to be electronically shared across subscribing health organisations. The platform for BCCR is the ADASTRA electronic palliative care co-ordination system (EPaCCS) with local amendments. The ADASTRA EPaCCS is a web based N3 secure system that allows secure cross boundary access to information about the person’s medical diagnosis, advanced care plans and end of life care preferences and wishes. A patient’s information is included in the Buckinghamshire Coordinated Care Record subject to explicit consent being given by the patient for the data to be shared. Explicit consent to view the BCCR is also required and is recorded for audit purposes. The BCCR can be viewed without consent in an emergency and where it is in the patient’s best interest. Breaking the seal and the reasons for doing so are also recorded for audit purposes. Subject to the consent of the patients concerned data from the practice’s GP system is captured in the ADASTRA BCCR system for sharing to and viewing by the user organisations identified in this Schedule. Subject to the consent of the patients concerned the Buckinghamshire Coordinated Care Record can be used to support the management of the End of Life and the Advanced Care requirements of patients registered at all Buckinghamshire practices. Patients’ decisions regarding consent to share are recorded in the GP system concerned by the healthcare professional creating the ADASTRA BCCR details. For BCCR additions and changes created by users outside the patient’s registered practice the registered practice receives a monthly report of these changes and updates the GP system accordingly. The sharing organisations and the user organisations are responsible for deciding and controlling which individuals within the organisation need access to the ADASTRA BCCR system for the provision of care. The management of ADASTRA BCCR user accounts is implemented by the user’s employer organisation in line with the organisations data access policy and by NHS Central Southern Commissioning Support Unit. Where changes are carried out by NHS Central Southern Commissioning Support Unit, requirements for new accounts, changes to existing accounts and the termination or suspension of user accounts are sent to xxxxxx and copied to xxxxxx.) The Sharing Organisations (data providers) Within the framework established in the Buckinghamshire Provision of Care Information Sharing Agreement the following organisations agree to make the personal confidential data identified in this document available for use in the provision of care to the user organisations identified in this document. The sharing organisations are all Buckinghamshire practices identified in Schedule A that have: 1. Signed the Buckinghamshire Provision of Care Information Sharing Agreement; and 2. Signed a copy of this Schedule to the Buckinghamshire Provision of Care Information Sharing Agreement. In addition to the practices, the sharing organisations include: 1. Care UK Ltd (trading as Bucks Urgent Care); 2. Buckinghamshire Healthcare Trust; 3. Oxford Health NHS Foundation Trust; 4. Sue Ryder Nettlebed Hospice; 5. Rennie Grove Hospice; 6. Hospice of St Francis; 7. Thames Hospice; and 8. South Bucks Hospice. Schedule D – Sharing Requirement Page 1 Schedule D to the Buckinghamshire Provision of Care Information Sharing Agreement - Sharing Requirement For the purposes of this sharing requirement the sharing (data provider) organisations may create, edit, archive and delete their personal confidential data held within the ADASTRA BCCR system. The User Organisations The following organisations agree to use the personal confidential data identified in this document in the provision of care in a manner compliant with the Buckinghamshire Provision of Care Information Sharing Agreement. For the purposes of this sharing requirement the use of personal confidential data is restricted to viewing of the data. The user organisations and teams are listed below: Organisation Identifier NTP IGTK Level Date Checked 11/4/2014 Caldicott Guardian or Designated Officer Dr David Lee East Berkshire Primary Care Out of Hours 6/6/2014 Dr Robin Mellows RXQ Buckinghamshire Healthcare Trust 10/03/2014 Bruce James RYE South Central Ambulance Service 09/04/14 Deidre Thompson 11/4/2014 Helen Orgam 8EJ85 Sue Ryder Nettlebed Hospice Rennie Grove Hospice 11/4/2014 Sarah Varvel Y00042 Hospice of St Francis 11/4/2014 Dr Ros Taylor 8CV48 Thames Hospice 11/4/2014 Debbie Raven 8J633 South Bucks Hospice Heatherwood and Wexham Park Hospitals NHS Trust Luton & Dunstable University Hospital NHS Foundation Trust Milton Keynes Hospital NHS Foundation Trust Oxford University Hospital Trust TBC 11/4/2014 RNU RAS Y00751 8HG66 RD7 RC9 RD8 RTH RWG Teams Using the Confidential Data Call Handlers Clinical Triage OOH Doctors Call Handlers Clinical Triage OOH Doctors A&E Palliative Care Team ACHT Specialist Nurses Oncology Chemo Unit Acute oncology nurses Renal Teams Medicines for the Elderly Neurological conditions Nurses Discharge Planners 111 Call Handlers 111 Clinicians Clinical triage 999 Call Handlers 999 Ambulance Crew Doctor Consultants Registrars Palliative Care Nurses Staff Nurses Sisters Team Leaders Patient Liaison Officers Helen McCurdy Dr Jairaj Rangasami A&E 11/4/2014 Dr Mark Patten A&E 11/4/2014 Martin Wetherill A&E 11/4/2014 Dr Christopher Bunch Oxford Health NHS Foundation Trust 11/4/2014 Clive Meux Mark Underwood The Hillingdon Hospitals NHS Foundation Trust West Hertfordshire Hospitals NHS Trust 11/4/2014 Mr Nick Nicholas A&E – John Radcliffe A&E – Horton Hospital Specialist teams Community health care and mental health teams Specialist teams A&E 11/4/2014 Michael van der Watt A&E Organisation Name Care UK Ltd (trading as Bucks Urgent Care) Schedule D – Sharing Requirement Reason for Using Data To coordinate health care for End of Life patients and for patients For these patients, to ensure that care provided is in line with patient’s wishes and elections Page 2 Schedule D to the Buckinghamshire Provision of Care Information Sharing Agreement - Sharing Requirement The user organisations also include all Buckinghamshire practices identified in Schedule A that: 1. Have signed the Buckinghamshire Provision of Care Information Sharing Agreement; and 2. Are the patient’s registered practice or are providing care on behalf of the patient’s registered practice. The Shared Categories of Data The following categories of data are shared using the Buckinghamshire Provision of Care Information Sharing Agreement. A sharing agreement is only necessary for information regarded as personal confidential data. Some of the data identified below is included for the purpose of completeness not because the data is regarded as personal confidential data. The shared data categories are: ID 1 2 3 4 5 6 7 Data Category Patient demographic and identifying details including: NHS number Patient name Patient address Date of Birth Gender Preferred language Social living status Carer status Consent status: Consent to share given Consent to share was recorded by Practice details including: Practice name Practice Code Practice telephone number Registered GP Patient’s care relationships: Next of kin Informal (friend and family) carers Health care contacts Social care contacts Professional services contacts rd 3 sector contacts Powers of attorney Problems and diagnoses: Medical diagnoses Disabilities Allergies, risks and warnings: Allergies Adverse drug reactions Care plans: Dementia crisis management DNACPR status ADRT status Preferred priorities Ceilings of treatment Preferred place of death Personalised Care Plans Schedule D – Sharing Requirement Abbreviation Demographics Primary Data Controller The registered practice Source Application GP system and ADASTRA BCCR template Persistent or Temporary Persistent Consent The registered practice GP system and ADASTRA BCCR template Persistent GP details The registered practice GP system and ADASTRA BCCR template Persistent Care relationships The registered practice GP system and ADASTRA BCCR template Persistent Problems The registered practice Persistent Alerts The registered practice Care plans The registered practice GP system and ADASTRA BCCR template GP system and ADASTRA BCCR template GP system and ADASTRA BCCR template Persistent Persistent Page 3 Schedule D to the Buckinghamshire Provision of Care Information Sharing Agreement - Sharing Requirement ID 8 Data Category Prescriptions and medication: Just in case drug location Abbreviation Medication Primary Data Controller The registered practice 9 Administration details: BCCR Creation and amendment dates BCCR planned review date Date of discharge/death Actual place of death Variance from preferred place of death Secure access information: Key safe access code Admin The registered practice Access The registered practice 10 Source Application GP system and ADASTRA BCCR template ADASTRA BCCR template Persistent or Temporary Persistent GP system and ADASTRA BCCR template Persistent Persistent Summary of the Initial Privacy Risk Assessment The project has been carefully designed to place the interests of patients uppermost. Concepts of informed consent and compliance with the Caldicott and Data Protection Principles have been incorporated into the software design. There is sharing of data through multiple stakeholders who utilise appropriately secured communication channels. The users of this information would normally be expected to have access to this level of personal information as part of their normal working environment. The Initial PIA, which has been answered objectively, has not identified any major risks and consequently it is considered that there are no significant privacy risks in relation to this proposed change. Consequently the intended change and use of associated data is considered an acceptable risk and in the public interest of improving the EOL care planning and making patient preferences more widely known to those involved in healthcare provision. Summary of the Privacy Impact Assessment (where required) A detailed privacy impact assessment is not required. See the attached Initial Privacy Risk Assessment. Agreement Implementation Status On behalf of the Sharing Organisation I confirm that the information sharing arrangements described in this schedule are agreed and the information described in this schedule is to be made available to the User Organisations and individuals identified in this schedule start on the Sharing Requirement Start Date and ending on the Sharing Requirement End Date. [guardian] Caldicott Guardian/Designated Officer [org], [addr] Date: Schedule D – Sharing Requirement Page 4
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