Thankyou
________________________________________
From: [log in to unmask] [[log in to unmask]] On Behalf Of Jacqui [[log in to unmask]]
Sent: 14 May 2014 20:14
To: [log in to unmask]
Subject: Re: [OCC-HEALTH] SECURITY AND STORAGE OF MEDICAL OH AND HS NOTES
Hi
I often have notes locked in a cabinet on a customer site when I am not there. These are generally in offices but there are occasions where this is not physically possible as I need access when on site.
> As you know I provide as a Third Party and one place the notes are in a locker in a canteen which I have both keys for, it is far from ideal but better than in my house. There is physically no room for a fireproof cabinet and for 10 files the company has chosen to accept the risk.
The notes are always locked away. Cleaners and security need access to rooms, one particular oh dept the nurses never closed the windows so security were often in when the dept was
Closed. As long as you have a clear desk policy and all notes are locked away securely you have fulfilled your obligation.
Sent from my iPhone
> On 14 May 2014, at 18:12, Dawn Veal <[log in to unmask]> wrote:
>
> Irene,
>
> Thank you as well.
>
> I think it is difficult and my risk assessment is that its a isolated location and no one around to monitor so I think I will stick to my guns as I can adopt best practice. Might take them kicking and screaming though to achieve it but its the right think to do.
>
> Thankyou though because it shows how varied it is depending on location.
> Dawn
> ________________________________________
> From: [log in to unmask] [[log in to unmask]] On Behalf Of Irene Douse [[log in to unmask]]
> Sent: 14 May 2014 17:51
> To: [log in to unmask]
> Subject: Re: [OCC-HEALTH] SECURITY AND STORAGE OF MEDICAL OH AND HS NOTES
>
> I cover several sites. "my office" is hot a desk when I am not it . Site 1. Keys in a key safe on wall myself and OHT have a key a spare is in the security safe in an envelope noted only to be issued to OH staff. Site 2,3,.4,5. I have a wall secured combination lock that only OH have the number to for access to files. sites 4 and 5 the cabinets are in HR. as no where else for them. When I first went there the cabinet keys were in the HR cabinet and they had open access !! That stopped very quickly.
> Irene
> [https://urldefense.proofpoint.com/v1/url?u=http://us.i1.yimg.com/us.yimg.com/i/mesg/tsmileys2/40.gif&k=RjJLq6b3Zyt2uZDzSWkh%2Bw%3D%3D%0A&r=wXuzOhjUxnqNWzIUjflfT%2FETVkypyh2vSQMgEC%2FgFFE%3D%0A&m=MOv4u%2BvO8j%2BbDvS8gDohU6bADm01CmBA17D%2BHD8AFrg%3D%0A&s=f94eb82f4d718ba7228c20b270daddc664a3d654b3711b7760fc220ebd59481e]
> From: SUBSCRIBE MRO-FORUM Anonymous <[log in to unmask]>
> To: [log in to unmask]
> Sent: Wednesday, May 14, 2014 4:37 PM
> Subject: [OCC-HEALTH] SECURITY AND STORAGE OF MEDICAL OH AND HS NOTES
>
> Hi All,
>
> Please can you all help me as I cant find what I need.
>
> I had a situation at work where I found both my doors to OH open. I have one to screening area and one to my office. In the screening area my metal filing cabinets store files and then I have another metal unit for filing forms etc.
>
> Although no ones notes were out I felt very concerned to find my doors had been opened ( by a person who I did not know had been given the keys) and that she went home and left the door open all night. As this person is not part of OH and I doubt has signed a confidentiality agreement I was absolutely shocked.
>
> The reason was facilities needed access and as I work part-time and was not in the facitlities supervisor had asked if she has some keys and she opened the door. they then left said man unsupervised and later went home without ensuring either doors were locked or that someone was informed to take that responsibility.
>
> I thought their were only 2 sets of keys mine and the spare that the admin person and my technician use.
>
> I have raised the issue and tried to explain the seriousness of the situation and the implications but was told that ' facilities must have access to my rooms due to insurance reasons'.
>
> I need you the oracle to give me some links to explain how the security is set up ie locked metal fire proof cabinets and locked doors and restricted access.
>
> Today is my day off and yesterday I spent half my day sorting keys speaking to managers ref this and ensuring the area was secure.
>
> The man who needed access asked me in the morning if he could test my unit and I explained I was off today but if he came at 2.30pm yesterday I would be leaving but my Tech would be there to 3pm to allow access and supervision.
>
> Today on my day off I had a call from HR to say the man needed access ( clearly had not come when he said yesterday) and that if I couldn't tell them where keys were they would be breaking in as the man was only in today and had to test my unit. I advised I did not agree to this and they should speak to HR director as she was aware of situation ( she was not around) and so I said the Facilities managers manager was aware discuss with him.
>
> I am expecting a real issue tomorrow so really need you all to help me out so I can prove that OH notes etc need to be restricted and stored this way.
>
> If I am wrong please advise ASAP.
>
> I cannot see why they need access without us. Even if a fire was behind the door they would not be opening it would they? as that's not safe and would vacate and leave to fire brigade.
>
> I have searched but can only find about retention, transfer and need to be a bit more specific.
>
> Can you help please.
>
> I thought there was something on here recently but it was ref retention and transfer.
> Thank you in advance Dawn
>
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