Hi Dawn,
I have an office at my base site (Ware) where all files are stored- locked cabinets. I hold a bunch of keys that go with me whatever site I might be on- there are the room/office key plus cabinet keys. I have 2 ladies that support me part-time with admin who also hold the same set of keys.
They do not allow access to the room when I am not there if people want a quiet area to work- this was as a result of this being abused in the past and the room was being left in a mess and also unlocked so the access was withdrawn.
I have to transport notes from one site to another which I do in a bag which I padlock. This bag is not left in my car overnight. When at other sites, I do have some designated areas which have a pedestal draw unit in which I lock notes in when I am there. For the London sites I cover, I have to use meeting rooms and store the notes in my padlocked bag.
I am aware that most of the engineers who work on site have master keys for all room access as do security as most of the maintenance work is done over the weekend. We have just had new smoke detectors fitted which meant that access was needed over the weekend. Security and our engineers are aware that this room contains medially confidential information and needs to be locked up when any work has been finished. I have been told that the 'moves and changes' department could get master keys for my cabinets but again we have a system that if a request is made, I have to be made aware and give the final say so as no-one should require a key to my cabinets.
As for cleaning this is done when one of my admin supports is on site (2-3x/wk) as she lets him in and supervises him and locks up when he is done.
Regards
Terri
Terri Goodyear
Occupational Health Advisor
CBS WREF Services
Johnson Controls on behalf of GSK
Email [log in to unmask]
Mobile +447772 910272
Tel +441920 883853 (Ware) or +441438 790290 (Stevenage)
This message is for the named person's use only. It may contain confidential, proprietary or legally privileged information. No confidentiality or privilege is waived or lost by any mistransmission. If you receive this message in error, please immediately delete it and all copies of it from your system, destroy any hard copies of it and notify the sender. You must not, directly or indirectly, use, disclose, distribute, print, or copy any part of this message if you are not the intended recipient.
Please be advised that all e-mail communication relevant to assisting in the management of the OH process will be printed and entered into the individual's OH file. This may therefore be disclosed under the Data Protection Act (1998).
-----Original Message-----
From: [log in to unmask] [mailto:[log in to unmask]] On Behalf Of Dawn Veal
Sent: 14 May 2014 17:02
To: [log in to unmask]
Subject: Re: [OCC-HEALTH] SECURITY AND STORAGE OF MEDICAL OH AND HS NOTES
Thanks Sarah,
What is a data controller? IT? Admin person?
We have two sets one with me and one with my Tech who is also on NMC reg.
Dawn
________________________________________
From: [log in to unmask] [[log in to unmask]] On Behalf Of Sarah Monaghan [[log in to unmask]]
Sent: 14 May 2014 16:53
To: [log in to unmask]
Subject: Re: [OCC-HEALTH] SECURITY AND STORAGE OF MEDICAL OH AND HS NOTES
Hi Tracey
I don't allow anyone into my room without me being there and my business respect this. This way there is no risk to data protection.
Does your organisation have a data controller? If so you could allow them to have a key just to the room and not the cabinets, for maintenance purposes. The data controller would have a contractual responsibility to confidentiality.
Not sure if this helps
-----Original Message-----
From: [log in to unmask] [mailto:[log in to unmask]] On Behalf Of Campbell Tracy
Sent: 14 May 2014 16:45
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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