Adult Social Care Services Your Social Care Records and How To See Them How we use and store your personal information and how to see your social care records. www.reading.gov.uk/ccrecords Your Social Care Records When you work with Adult Social Care Services we will ask you to tell us about yourself and your situation so that we can understand your support needs and offer the most appropriate help. We have a duty to keep full and accurate records of the information you provide, the discussions we have with you and details of any care and support services agreed with you. This is your Social Care Record. You have the right to see the records we hold about you. Fair Processing Notice Under the Data Protection Act 1998 we are required to keep your records confidential and to process your information fairly. This means being clear about: The information we hold about you How we use your information How we keep your records secure and maintain your confidentiality Who we may share your information with and why This leaflet provides a summary of how we process your information fairly and how you can see the records we hold about you. You can find more detailed Fair Processing Notices on the Council’s website. 2 The information we hold about you Depending on your needs and situation your Social Care Record could include all or some of the following: Your personal details (like name, address, previous address, date of birth, marital status, ethnicity) and similar details for other household members Details of family relationships in and outside your immediate household and contact information for your close relatives and/or carers Information about your accommodation and how well it suits your needs (type, layout, alarms, accessibility etc.) Details about your care and/or support needs (such as personal care, eating and drinking, practical tasks, your physical and emotional well being, social contact), and how you would like things to improve (your goals) Things that must be taken into consideration by people working with or providing services to you (like your communication needs or any cultural, spiritual or religious traditions that must be respected) Information about the support you receive (from unpaid carers and other service providers) Information about any risks to your health or well being and how these are being managed/minimised Information about you and your situation given to us by your family and/or carers and organisations who work with you (like health and care and support services) to allow us to understand your situation and coordinate your care services more effectively, including notes of phone conversations 3 Any relevant reports or documents we receive relating to your situation and/or care Details of your personal financial situation (if we need to assess your eligibility for funding from the Council and your entitlement to welfare benefits). Your Social Care Worker should give you copies of letters and other documents they write about you. How we use your information We use the information in your Social Care Record to: Understand your situation so we can offer appropriate support – this could be information and advice, Reablement, simple services (such as alarms or meals) and/or ongoing care and support Ensure other people involved in your care and or support (like other Council staff, and staff from local health, care and support services) have the information needed about you and your situation so they can provide the help/support you need without you having to provide the same details over and over. We will only share your information with others if you give us permission. Work out how much you need to contribute, if anything towards the cost of your care and support and help you apply for any benefits and credits you may be entitled to Investigate complaints. We also collate non-personal data from all social records to: Understand the changing needs of Reading residents to 4 make sure we plan appropriate services to meet those needs in the future Prepare Government returns and compare our services with others to ensure we are meeting targets and providing value for money Keep track of spending on care and support services Check the quality of care Keeping your records secure and maintaining your confidentiality To meet the requirements of the Data Protection Act to ensure your Social Care Records are kept secure and confidential we: store electronic files on a secure computer system which is password protected and can only be accessed by authorised staff restrict access to your records – staff can only see the parts of your records they need to do their jobs. No one else can access your records store any paper files we keep in locked filing cabinets which can only be accessed by authorised staff Use encryption to protect information which is temporarily stored on mobile devices (like laptops) or shared by email. Require all social care staff to sign an undertaking to respect your confidentiality. 5 Sharing your information with others Although Adult Social Care Services provides some help directly, most support/advice services are provided by other Council teams or outside organisations (like NHS health care services, private care agencies, Department of Work & Pensions and voluntary organisations (like Age UK) etc.) When we first start working with you we will ask you to sign consent forms giving us permission to share relevant parts of your records with appropriate staff and service providers so they can offer you the best support/advice possible. These service providers are also required by law to respect your confidentiality and store your personal details securely. Your Social Care Worker should tell you when they share your information and who they share it with. If you don’t want to give us permission we will still help you but it will limit the help we can offer. Exceptional Circumstances We have a legal duty to share information about you without your permission: If we believe a serious crime has been committed or to prevent one being committed If we believe there is a serious risk to the public, our staff or other professionals or To protect adults who we believe are at risk because they are frail, confused or cannot understand what is happening to them. If we need to share information without your permission we 6 will let you know and explain why as soon as it is safe to do so. If you are unable to make the decision about sharing your information on your own then the person who has the legal right to manage your affairs can make this decision for you or help you make it. If no one has this legal right the care professionals working with you will make the decision about sharing your information based on what is in your best interests. They will take the views of your family/friends into account. Viewing your Social Care Records Under the Data Protection Act 1998 you have the right to see the Social Care Records we hold about you. This includes information held on computer, in paper files or any other format. You are the only person allowed to see your records However, you DON’T have the right to see: anyone else’s records any information about other people (like members of your family or your carer) that is included on your record information about you given to us by another person or agency (like a family member, doctor or other professional) UNLESS they give their permission for us to share their comments with you information we believe would cause harm to you or someone else if it is disclosed 7 How to see your records If you would like to see the information we hold about you can either write to the Head of Adult Social Care, Reading Borough Council, FREEPOST (Licence No RG30), PO Box 17, Reading RG1 7ZY or use the "Access to Social Care Records Request From" at the end of this leaflet. When we receive your request We will confirm that we have received your request, in writing, within five working days. We will then: gather your information together check the files and request permission from other people who have contributed to your record to share their comments with you This can take up to 40 days - we will let you know if it is going to take longer. Once everything is in place we will contact you to arrange a time for you to come to our offices to see your records. When you come to the office You will need to bring proof of your identity (passport, pension book or official letters like benefit letters). A Social Care Worker will sit with you while you look at the file to give you any help you need and answer your questions. If you need more time to look at your 8 information please ask the Social Care Worker to arrange another visit. You can bring a friend or relative with you if you wish. You can’t take your file(s) away but you can have copies of information we hold if you want – we may make a small charge for this. If you think your records are wrong Your record contains two kinds of information - facts and opinions. FACTS are things like your name, date of birth, the help you need and the services you receive. If any of the factual information we hold about you is wrong please let us know so we can put it right. OPINIONS are other people’s views about your situation. You can’t change recorded opinions even if you don’t agree with them. If you don’t like what someone has said about you please discuss it with the Social Care Worker – they will add a note to your file explaining that you disagree with that opinion. If you are not satisfied with this, the Social Care Worker will tell you what action you can take to resolve the matter. If you think information is missing We aim to show you all the information we can. If you think information is missing please talk to the person who is helping you look at your records. 9 Contact Us Older people & adults with physical or learning disabilities or long-term illness: Reading Adult Contact Team (ReACT) 0118 937 3747 Adults with mental health issues: Community Mental Health Team 0118 960 5612 Complaints about Adult Social Care Services: Housing & Community Care Complaints Team 0118 937 2905 July 2012 10 This information can be made available in alternative formats (such as Braille, audiotape or large print) on request. Please ask your Social Care Worker. Access to Social Care Records Request Form Name: Address: Postcode: Daytime Tel: Date of Birth: Date of your last contact with us: Name of the staff member who normally deals with you: If your name and/or address have changed since your last contact with Social Services please give details of your previous name and address: Name: Address: Postcode: I declare that the information on this form is correct and that: I am the person named on this form I am the agent of the person named on this form Signed: Please return your completed form to: Head of Adult Social Care, Reading Borough Council, FREEPOST (Licence No RG30), PO Box 17, Reading RG1 7ZY 11 FOR OFFICE USE ONLY Request received by: Acknowledgement sent by: 12 Date: Date: