Hi Tracy,
I have since posting looked at FOM SEQOHS and this has an example on page12 B2.2 that I think gives me clear guidance.
B2.2 An OHS must ensure that paper occupational health clinical records, wherever held
or transported, are accessed, stored and disposed of safely and securely and gives the example response as
B2.2 Occupational health clinical records are kept in lockable rooms or cabinets and
there is a signed declaration that only OH staff have access to the keys.
This is what I thought to be correct. Also page 26 has al the supporting references for it as well.
As far as your reply to me .No the notes are locked its just my paperwork ie brochures, books, OH mags and blank forms that are out but as the area where OH is not covered by CCTV and is very quiet a person could slip in break into a filing cabinet have a good look or steal without anyone knowing if the doors are unlocked as they were for approx. 18hours. But once locked it is far less likely as they would have a minimum of one door to break into. I am planning to add another layer which was agreed yesterday so the door to main corridor is also pass number to restrict to First Aiders and OH only but I still do not think I want anyone unsupervised in OH.
Maybe I am belt and braces but to get a call to say a facilities person thinks its ok to break my locks just to check air con is in my opinion not a reasonable request.
I am in at 8am tomorrow.
I feel a great deal of responsibility with OH notes as it is an area that employees quite often ask questions about who has access and I need to feel absolutely sure because my registration is at risk if notes were stolen and I had not ensured restricted access and security.... worked to long and too hard to lose my pin.
Just want now to know if others have security holding their keys or facilities or whether only OH personell hold keys to their areas. This 'Facilities need access' business I need to know if its true it is due to insurance or not????
Thank you Tracy for prompt reply.
Dawn
________________________________________
From: [log in to unmask] [[log in to unmask]] On Behalf Of Campbell Tracy [[log in to unmask]]
Sent: 14 May 2014 16:44
To: [log in to unmask]
Subject: Re: [OCC-HEALTH] SECURITY AND STORAGE OF MEDICAL OH AND HS NOTES
Hi Dawn
Are your cabinets secured & locked ?- if so & there is no patient data around I don't really see it as a problem although it's probably not ideal.
If the cabinets are not locked then I would see it as a very different matter - probably a potential Data Protection breach as sensitive personal information is not being held securely.
regards
Tracy Campbell
Occupational Health Advisor
RGN, SCPHN
Occupational Health
Eurotunnel, UK Terminal
Ashford Road, Folkestone
Kent CT18 8XX
01303283736
[log in to unmask]
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-----Original Message-----
From: [log in to unmask] [mailto:[log in to unmask]] On Behalf Of SUBSCRIBE MRO-FORUM Anonymous
Sent: 14 May 2014 16:38
To: [log in to unmask]
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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