Makindo Medical Notes

Information Governance (IG) ensures that personal, confidential, and organisational information is handled legally, securely, efficiently, and effectively. It is vital for protecting patients’ trust, maintaining professional standards, and meeting UK law (including GDPR and the Data Protection Act 2018).

🔑 Why IG Matters

• Protects patient confidentiality 🤫
• Ensures legal compliance with GDPR & Data Protection Act ⚖️
• Supports safe patient care by ensuring accurate information is available when needed 🏥
• Maintains public trust in the NHS 🙌

📋 Principles of Information Governance

• 📌 Confidentiality – Only access information when necessary for your role.
• 🔐 Security – Keep information safe (e.g. lock screens, store files securely).
• ✅ Accuracy – Ensure records are correct and up to date.
• ⏳ Retention – Keep information only as long as required.
• 🚮 Disposal – Dispose of information securely (e.g. shredding, approved bins).

🖥️ Handling Information Safely

• Lock your computer screen when unattended 🔒
• Use only NHS-approved devices and systems 💻
• Do not share passwords or smartcards 🚫
• Avoid discussing confidential information in public places (lifts, canteens, public transport) 🚌
• Double-check email addresses before sending sensitive information 📧

🗂️ Patient Records

• Access only the records you need for your role 👩‍⚕️👨‍⚕️
• Always log out of systems when finished 🔐
• Do not take paper records home unless authorised 📄
• If records are misplaced or stolen, report immediately 📞

📦 Data Sharing

• Share information on a need-to-know basis only.
• Always consider: “Am I permitted to share this?”
• Ensure a valid legal basis for sharing (e.g. patient consent, safeguarding concerns).
• Follow your Trust’s local Information Sharing Agreements 📑

🚨 What To Do If…

• You lose a device (phone/laptop/USB): Report immediately to IT/security. 🖥️
• You send data to the wrong person: Report as a Data Breach via your Trust’s incident reporting system. ⚠️
• You suspect hacking/phishing: Do not click suspicious links. Inform IT Security immediately. 🛡️

⚖️ Key Laws & Regulations

• 📜 Data Protection Act 2018
• 🇪🇺 UK GDPR
• 📖 Caldicott Principles (patient confidentiality framework)
• 📝 Freedom of Information Act 2000

📚 References & Further Learning

• NHS Digital – Information Governance Toolkit
• UK Government: Data Protection
• NHSX Information Governance Guidance