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OCC-HEALTH  May 2014

OCC-HEALTH May 2014

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Subject:

Re: SECURITY AND STORAGE OF MEDICAL OH AND HS NOTES

From:

Campbell Tracy <[log in to unmask]>

Reply-To:

Occupational Health mailing list <[log in to unmask]>

Date:

Wed, 14 May 2014 15:44:52 +0000

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (90 lines)

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] 
" Please be advised that all e.mail communication relevant to assisting in the management of the OH process will be entered into the individuals OH file. This may therefore be disclosed to the client under the Data Protection Act (1998)"
In order to comply with Data Protection guidelines, if there is an attached document it will be password protected and should only be opened and viewed by the relevant manager, who should then ensure the file is held safely and securely. If you believe you should not have been contacted in relation to this matter, please respond to or contact the sender immediately.




-----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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===============================================================================
This message and any attachments are confidential and may also be privileged. Its contents do not constitute a commitment by the Channel Tunnel Group Ltd and/or France-Manche S.A. except where provided for in a written agreement between you and The Channel Tunnel Group Ltd and/or France-Manche S.A. Any unauthorised disclosure, use or dissemination, either whole or partial is prohibited. If you are not the intended recipient of the message, please notify the sender immediately. The views expressed in this message do not necessarily reflect those of The Channel Tunnel Group Ltd and/or France-Manche S.A. or any of their subsidiary companies. Please note that email transmission is not secure and information can be intercepted, corrupted, lost, destroyed, arrive late or incomplete. The Channel Tunnel Group Limited and France-Manche S.A do not accept liability for errors or omissions arising as a result of email transmission or its interception. For corporate information on Eurotunnel group companies please see our website:
http://www.eurotunnel.com/uk/legal/
The Channel Tunnel Group Limited is an Appointed Representative of Eurotunnel Financial Services Limited which is authorised and regulated by the Financial Conduct Authority.
-------------------------------------------------------------------------------
Ce message et tout autre document joint sont confidentiels et ne peuvent être produits par devant toute juridiction civile, pénale et/ou administrative. Leurs contenus ne peuvent engager la responsabilité de Channel Tunnel Group LTD et/ou France Manche S.A à moins qu'ils ne concernent directement un engagement écrit entre vous et Channel Tunnel Group LTD et/ou France Manche S.A. Il est formellement interdit de produire à une instance, d'utiliser et/ou de diffuser en tout ou partie ce message et/ou tout autre document joint. Si vous n'étiez pas le destinataire initial de ce message, merci de prévenir immédiatement l'expéditeur. Toute opinion exprimée dans ce message ne reflète pas nécessairement celle de Channel Tunnel Group LTD et/ou France Manche S.A et/ou d'une quelconque de leurs filiales. Merci de noter que l'échange de courriels n'est pas sécurisé et que les informations y contenues peuvent être interceptées, endommagées, perdues, détruites, réceptionnées en retard ou incomplètes. La responsabilité de Channel Tunnel Group LTD et/ou France Manche S.A ne saurait être engagée en raison d'erreurs ou d'omissions dans la transmission ou l'interception de courriels. Pour toute autre information sur Eurotunnel, merci de visiter notre site en cliquant sur le lien suivant : 
http://www.eurotunnel.com/fr/Infos-legales/

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