Makindo Medical Notes

🔐 Data security is everyone’s responsibility in the NHS. Protecting patient information is essential to maintaining trust, ensuring safe care, and meeting legal obligations. This training helps staff understand how to handle data safely, prevent breaches, and respond appropriately if incidents occur. Even a small mistake – such as sending an email to the wrong person – can have serious consequences for patients and the organisation.

⚖️ Legal & Policy Framework

• UK GDPR (General Data Protection Regulation) – governs how personal data must be collected, stored, processed, and shared. Principles include lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, and confidentiality.
• Data Protection Act 2018 – the UK’s implementation of GDPR, outlining rights for individuals and responsibilities for organisations.
• Caldicott Principles – seven rules that guide how patient-identifiable information is handled, ensuring a balance between confidentiality and safe, appropriate sharing for care.
• NHS Data Security & Protection Toolkit – a mandatory online tool for NHS organisations to demonstrate compliance with information governance standards.

📊 Types of Information

• 🧑‍⚕️ Personal Data – information that identifies an individual (e.g., name, date of birth, NHS number, address).
• 🧬 Special Category Data – sensitive details such as health, mental health, biometric, or genetic data, requiring stricter safeguards.
• 📑 Confidential Business Data – information about NHS staff, finances, contracts, or research that must be protected to maintain organisational integrity.

🚨 Common Data Risks

• 📧 Phishing Emails – attempts to trick staff into clicking malicious links or sharing login details.
• 💻 Unauthorised Access – leaving computers unlocked, sharing passwords, or improper access to patient records.
• 📄 Lost or Stolen Devices/Paper Records – laptops, USBs, or notes left in public areas without encryption or secure storage.
• 🗣️ Inappropriate Disclosure – discussing patient details in public areas such as corridors, lifts, or cafés.

🛡️ Good Practice in Data Security

• 🔑 Use strong, unique passwords and never share them.
• ⌨️ Lock your computer screen when unattended.
• 📧 Use NHSmail (secure email) for patient-identifiable data.
• 📂 Store paper records in locked cabinets, never left on desks overnight.
• 🗑️ Dispose of confidential waste via shredding or secure bins.
• 🚩 Be vigilant for suspicious attachments or links in emails.

📱 Handling Data on Mobile Devices

• ✅ Only use NHS-approved, encrypted devices for storing or sharing patient information.
• 🚫 Never store identifiable patient data on personal phones, tablets, or laptops.
• 📲 Use mobile device management (MDM) where provided by the Trust.
• 📌 Report any lost or stolen devices immediately to IT and security teams.

📋 Reporting a Data Breach

• ⚠️ Report actual or suspected breaches immediately to your line manager and Information Governance team.
• 📝 Log all incidents via your NHS incident reporting system (e.g., Datix).
• ⏱️ Timely reporting is critical – the organisation must notify the ICO within 72 hours of a significant breach.
• 🔄 Quick action helps reduce patient harm and organisational damage.

🌟 Why DSP Training Matters

• 🤝 Protects patients’ confidentiality, dignity, and safety.
• 💳 Prevents identity theft, fraud, and misuse of sensitive data.
• 🏥 Maintains public trust and confidence in the NHS.
• ⚖️ Ensures compliance with legal, ethical, and professional standards.
• 📉 Reduces financial and reputational risk to organisations.

📚 References & Further Learning

• NHS Data Security & Protection Toolkit
• NHS Transformation Directorate – Digital and Data Security
• Information Commissioner’s Office (ICO)