Sheffield Local Optometric Committee

Safeguarding patient data

High Importance – Safeguarding Patient Data
Please ensure this is circulated to all your practice team

NHS Sheffield have issued a formal reminder to the LOC that all Community Optometrists are responsible for ensuring that patient identifiable information should be stored and transferred securely. Secure methods of transfer are:

From secure fax to secure fax.

Safe haven procedures should be followed. Any changes in numbers should be notified to partner organisations who are known to send patient identifiable information. It is the responsibility, however, of the sending organisation to ensure that they have the correct number. Numbers should be verified regularly and the necessary amendments made.

Via email using NHS net accounts only.

Safe haven procedures should be followed. Information sent between NHS mail ( accounts is secure. The sending organisation should check they have used the correct address before sending information. Practices who do not have a responsible person with an NHS mail account should not use email to transfer any information.

NHS net accounts can be requested via Lynda Liddament at NHS Sheffield.

Where information has been lost or received by an unauthorised third party this should be regarded as a serious incident. Information and advice on the correct procedure to follow can be obtained from Julie Eckford, Information Governance Officer at NHS Sheffield. Her contact details are:

Telephone : 0114 305 1096
Email: .(JavaScript must be enabled to view this email address)
The relevant section of the service specification has been attached for your information.

Information Management & Technology (IM&T)
The provider must have a designated Caldicott Guardian and lead for Information Governance and must meet the requirements of the NHS Information Governance Toolkit. The provider will ensure that appropriate security and confidentiality measures are in place for the handling and transit of data at all times. (Schedule 4)

The provider must have a nominated data quality lead and agree to abide by data quality standards as agreed with Sheffield PCT.

The provider is expected to supply relevant information to RIS and a copy to the patient’s registered GP practice, where appropriate in the case of an onward referral.

All patient related information flows should be electronic where possible. Where this is not currently possible, the provider must commit to implementing such transfers or interfaces as they become available.

The Provider must be able to demonstrate that the required paperwork has been reported as described within the protocol.

It is expected that, wherever possible, communications between the Provider and the Commissioner will be facilitated by the use of NHS Mail.

Where used for the delivery of this service, the Provider must have appropriate, secure and well managed IM&T Systems which comply with the underpinning standards and technical specifications set out Schedule 2.

The provider will keep referral letters and subsequent treatment records in a secure area within their premises and within the patient’s records.

Next Meeting:

Copthorne Hotel
Bramall Lane
S2 4SU

at 19:00 Tuesday 30th of April 2019 - AGM

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