Preparing Social Care for Digital

1. Preparing Social Care for Digital Let’s begin your digital journey…

2. WORKSHOP AGENDA Data Security and Protection Toolkit Activity Questions Benefits for Social Care Timeline Background ‘Entry Level’ for Social Care Getting Started! Success Stories

3. Imagine a different future…

4. DIGITAL TOOLS THAT CAN HELP CARE HOMES COORDINATE MY CARE (CMC) ACCESS TO PATIENT RECORDS SUMMARY CARE RECORD (SCR) NHSMAIL x

5. EASIER COLLABORATION WITH STAFF AND COLLEAGUES Find the right people quickly “ • The directory has been very helpful for my new deputy manager, she’s able to find the people she needs to talk to and introduce herself Share information with a group of people in one email ” Care Home Manager, SE London

6. SEND AND RECEIVE INFORMATION FASTER Email someone when you need to “ • When residents return to the home without a discharge summary, I’ve been able to call the hospital and have it emailed to me on the same day Reply at a convenient time ” Care Home Manager, NE London

7. IMPROVED COMMUNICATION WITH COMMUNITY TEAMS Share patient information digitally with community health care providers, including community dentists “ • NHSmail has been great for community dentists working with care homes. The nature of our work means we are not in an office, and it is now easier to talk to and share information with care homes Receive community referrals, letters and appointment reminders quickly over email ” Community Dentist, London

8. REDUCE TIME SPENT ON ADMIN TASKS Spend less time printing and faxing documents “ • I can now send updates on our contracted beds to other boroughs more regularly without having to make a call or set up a meeting Share updates without having to make a phone call ” Care Home Manager, SE London

9. IMPROVE RESIDENT CARE Provide faster and more informed care to residents “ • Sometimes residents arrive with limited medical information. Now, I can contact their GP surgery and ask the doctor to email the patient details I need Reduce waiting times and disruption for residents and their families ” Registered Nurse, London

10. INCREASE CONNECTIVITY ACROSS HEALTHCARE Greater access to wider healthcare network, including GPs, pharmacies and hospitals “ • It is an advantage to feel securely connected to other professionals and the feedback internally and externally is “this just makes life simple for all concerned! Access to the NHS People Directory and Skype for Business ” Care Home Manager, SE London

11. ORDER SIMPLE TESTS AND FIND INFORMATION QUICKLY Faster and easier processes for ordering tests such as blood/urine “ • I used my NHSmail account to email our GP and find out how to obtain a death certificate. It was easy to message the GP and reply at a convenient time Reduce incorrect or missing prescriptions with care homes copies into emails ” Registered Nurse, London

12. SAVE COSTS AND RESOURCES Reduce reliance on paper resources and the risk of missing documents “ • We are often unaware when patients change their practice or move into social care homes. As a result, we will continue to send letters and expend resources Save costs on posting letters and lengthy response times ” Dental Practice Manager, NE London

13. LOCAL AMBITION SAVE COSTS AND RESOURCES Reduce reliance on paper resources and the risk of missing documents Save costs on posting letters and lengthy response times

14. WHERE IS DIGITAL SOCIAL CARE RIGHT NOW? • Start using NHSmail • Where we want to be! Submit ‘Entry Level’ DSPT Start using More Digital Tools! Submit ‘Standards Met’ DSPT Completion of 16 mandatory evidence items. Completion of all mandatory evidence items. • COORDINATE MY CARE • SUMMARY CARE RECORD • EMIS

15. WHAT IS THE DSP TOOLKIT? An online self assessment of your organisation’s data security • Demonstrates compliance with the 10 data security standards • Must be completed once and then reviewed annually • (31st March) • Organisations that provide care through an NHS standard contract must complete the DSPT DSPT: Data Security and Protection Toolkit ** DSPT replaced the IG toolkit in April 2018

16. HOW WILL THE TOOLKIT HELP YOU? 1 As a social care provider you have a duty to safeguard confidential patient information, and are responsible for ensuring data is collected, handled, stored and shared securely. 2 The Data Security Protection Toolkit (DSPT) is a way to demonstrate your care home is practising good data security and handling patient data correctly. This will give you the opportunity to list all the patient, staff, and other data you keep, how you keep them secure, and the purpose of this information.

17. WHAT CAN YOU DO WITH A COMPLETED DSP TOOLKIT? You can use the DSPT as evidence for: • CQC Key Lines of Enquiry (KLOEs) • Caldicott Principles • 10 Data Standards The DSPT opens upopportunities for data sharing: 1. Gain access to digital tools such as: NHSmail, Coordinate My Care and Summary Care Records. 2. These digital products can save you and your staff time and improve the quality of care for the people you support! NHSMAIL CMC EMIS SCR

18. DATA SECURITY AND PROTECTION TOOLKIT: A WALKTHROUGH 01 02 Completing your profile Registering Go to:https://www.dsptoolkit.nhs.uk/Account/Login The first time you sign in, click on the “Forgot your Password” button. This will allow you to set your administrator password. Click on “Continue to Questions” on the following screen. If you need guidance on completing the organisation profile questions, this is covered in the workbook Go to:https://www.dsptoolkit.nhs.uk/Account/Register You will need an email address and your site’s ODS Code (Organisation Code). If you don’t know this code you can find it on the ODS portal: https://odsportal.hscic.gov.uk/Organisation/SearchIf you are still having trouble, please contact exeter.helpdesk@nhs.net If you are registering your organisation for the first time, you will become the administrator. You will be responsible for completing your organisation’s profile and adding any other users.

19. DATA SECURITY AND PROTECTION TOOLKIT: A WALKTHROUGH 03 Publish your Entry Level DSPT 04 Provide Evidence • To publish at “Entry Level” on the DSPT, you must complete the 14 evidence items detailed in this workbook. • There is no specific order required to complete these. The system will autosave at regular intervals. • The remainder of the workbook will help you identify what should be provided for each evidence item. • Once you have added the evidence, click save on the dialogue box. This will mark the section as complete. • Click “Publish Entry Level Assessment” on the right • Click “Continue” • Click “Publish” • You will receive an email confirming that you have published! Make sure you familiarise yourself with the DSPT glossary!

20. ‘ENTRY LEVEL’ FOR SOCIAL CARE • The‘Entry level’ assessment of the DSPT is a stepping stone to achieving full ‘Standards Met’ for social care Submit your ‘Entry Level’ Assessment Complete the 14 steps! Start using NHSmail • There are 14steps to complete the entry level assessment • This is only available to social care providers and allows you to start using NHSmail The ‘Entry level’ assessment of the DSPT is a stepping stone to achieving full ‘Standards Met’ for social care

21. DSPT Entry Level Assessment For“Entry Level” we recommend completing the 14 evidence points in the following order. Once these steps are completed, you will be able to sign up for NHSmail. If you have specific questions after each stage, we recommend attending the webinar. ATTEND WEBINAR 1 STAGE 1  1.4.1 1.3.1 1.7.1 2.1.1 IAR/ROPA Review Date ICO Registration Data Quality IAR/ROPA ATTEND WEBINAR 2 Data Protection Policy 1.6.1 STAGE 2  1.3.3 2.2.2 1.2.1 1.5.1 Individual Rights Staff Guidance Employment Contracts Data Policies 6.1.1 Data Breach ATTEND WEBINAR 3 STAGE 3 Access NHSmail! 10.1.1 4.1.1 1.6.7 1.6.11 Data Processors DPIA Staff Record DPIA

22. TRICKIEST PART OF ENTRY LEVEL IAR: Information Asset Register Record of the type of Information you keep, how you store it and make sure it is stays safe. 1.4.1 ROPA: Record of Processing Activities Record of how you send and receive data and the legal basis for this IAR/ROPA

23. EXAMPLES OF IAR ‘INFORMATION ASSETS’ IN YOUR CARE HOME Medical Records(paper/Computer/ phone ) Email Devices- laptops, mobile phones, voicemail Rota- IT System Employee Records Finance Employee Records HR (paper/ computer/ phone) CCTV Payroll Systems List of suppliers/ customers

24. EXAMPLES OF ROPA ‘DATA ITEMS’ IN YOUR CARE HOME Residents Staff Finance • Needs assessment • Financial assessment • Dols request • RIDDOR • Safeguarding referrals • Admission Details • Continence Service Request • MAR sheets • CCTV • Recruitment documentation • Employee application form • Recruitment background checks • DBS • Reference Request • Employee Training Certificates • Completed appointment Letter • CCTV • Staff Contract • Disciplinary records • Safeguarding referrals • Fitness to work documentation • Payslip • Employee Data (on finance systems) • Staff Driving Licenses • Staff Motor Insurance • Fee Schedules • Resident Fee Invoices • Pension Data • DWP Benefit Information Requests

25. WEBINARS We have broken up the 14 evidence points into 3 stages. Each stage has a videothat you can use to walk you through completing each evidence point on the DSPT site. We will also be running live webinars for each stage where you can ask questionsrelated Pleasesend us your questions (hlp.ehchprogramme@nhs.net )before the webinar so wecan answer them, but you will also be able to ask more you think of on the day!

26. GETTING STARTED! Overview of the DSPT site DSC website: How to download/open a template Workbook Registering

27. Thank you, Questions? ? • Now it’s over to you! • Keep an eye out for email notifications with the dates of the webinars • Please email us any questions you want covering before the webinar to: hlp.ehchprogramme@nhs.net but we will also cover questions asked on the day • Buddy System • Try and help each other within your groups  Registering

28. Help and Support Register for the Data Security and Protection Toolkit https://www.dsptoolkit.nhs.uk/Account/Register FAQs including training tool https://www.dsptoolkit.nhs.uk/News/9 DSPT support available through Exeter.helpdesk@nhs.net Toolkit training and update events https://www.dsptoolkit.nhs.uk/News/10 Digital Social Care guidance https://www.digitalsocialcare.co.uk/latest-guidance ICO DPIA guidance - http://bit.ly/ICODPIAguide Registering

29. Templates • 1.2.1 • Data Security Policy • http://bit.ly/DSPTpolicies • Data Protection Policy • http://bit.ly/DSPTpolicies • Data Quality Policy • http://bit.ly/DSPTpolicies • Network Security Policy • http://bit.ly/DSPTpolicies • Record Keeping Policy • http://bit.ly/DSPTpolicies • 1.3.3 • Privacy Notice Template • http://bit.ly/DSPTdataprocessing • 1.4.1 • IAR Template, ROPA Template • http://bit.ly/DSPTdataprocessing • 1.5.1 • Staff Data Security Code of Conduct • http://bit.ly/DSPTstaffguidance • Guidance on Data Breaches • http://bit.ly/DSPTstaffguidance • Guidance on Data Quality • http://bit.ly/DSPTstaffguidance • Guidance on Data Sharing • http://bit.ly/DSPTstaffguidance • 1.6.1 • Data Protection Policy • http://bit.ly/DSPTpolicies • 1.6.5 • DPIA Template • http://bit.ly/DPIATemplate • 1.7.1 • Data Quality Policy • http://bit.ly/DSPTpolicies • Guidance on Data Quality • http://bit.ly/DSPTstaffguidance • 2.2.2 • Confidentiality Contract Clause • http://bit.ly/DSPTstaffguidance • 6.1.1 • Data Breach Reporting Template • http://bit.ly/DSPTpolicies • Guidance on Data Breaches • http://bit.ly/DSPTstaffguidance Registering

30. Break time!

31. Thank you!