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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Mobile Devices (Phones and Tablets) Policy

1. Purpose This policy outlines {{org_field_name}}’s approach to the appropriate and secure use of mobile devices, including phones and tablets, within the care home environment. It ensures compliance with CQC regulations, the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, Regulation 12 – Safe Care and Treatment, and Regulation 17 – Good Governance. The policy aims to balance the benefits of mobile technology with the need to maintain privacy, security, professionalism, and the well-being of the people we support.

2. Scope This policy applies to all staff, including full-time, part-time, agency, and bank staff, as well as volunteers and contractors working at {{org_field_name}}. It covers both work-issued and personal mobile devices used within the care home premises.

3. Legal and Regulatory Framework

• Regulation 12 – Safe Care and Treatment: Ensures the safe and appropriate use of mobile technology in a care environment.
• Regulation 17 – Good Governance: Requires proper management of data security and record-keeping related to mobile device use.
• Data Protection Act 2018 & UK GDPR: Ensures secure handling of personal and confidential information.
• Health and Safety at Work Act 1974: Covers the safe use of electronic devices in the workplace.
• Care Act 2014: Protects the dignity and privacy of service users when using technology.

4. Use of Mobile Devices in the Workplace

• Work-Issued Devices:
  • Only authorised personnel may use work-issued mobile devices for professional purposes.
  • Work devices must be used strictly for business-related activities, including care documentation, communication with teams, and accessing care plans.
• Personal Mobile Devices:
  • Staff must not use personal devices during working hours, except in designated break areas.
  • Personal mobile devices must not be used in clinical areas, resident rooms, or communal spaces where care is being provided.
  • Phones must be kept on silent or vibrate mode to minimise disruption.
• Photography and Recording:
  • Staff are strictly prohibited from using mobile devices to take photographs or record videos of residents, staff, or confidential documents.
  • Any breaches of this policy will be subject to disciplinary action in line with CH31-Disciplinary and Grievance Policy.

5. Confidentiality and Data Security

• Access to Confidential Information:
  • Staff must not store or access confidential information on personal devices.
  • Work-issued devices used to access care records must be secured with strong passwords and encrypted where required.
• Secure Communication:
  • Only approved apps and platforms may be used for work-related communication.
  • Personal messaging apps (e.g., WhatsApp, Messenger) must not be used to share service user information.
• Lost or Stolen Devices:
  • Any lost or stolen work-issued mobile devices must be reported to the Registered Manager and IT support team immediately.
  • Devices containing confidential data must be remotely wiped if compromised.

6. Mobile Device Use During Emergency Situations

• Authorised Use in Emergencies:
  • In emergency situations (e.g., power outages, IT failures), staff may use personal mobile devices for urgent communication if authorised by management.
  • Any use of personal devices in such cases must be documented and reviewed.
• Emergency Contact for Staff:
  • Staff may keep personal devices accessible for emergency contact purposes (e.g., family emergencies) but must not use them for non-essential personal use.

7. Infection Control and Hygiene

• Cleaning and Disinfection:
  • Work-issued mobile devices must be cleaned regularly with appropriate disinfectant wipes.
  • Devices used in clinical areas must be stored in cleanable cases and sanitised daily.
• Hand Hygiene:
  • Staff must wash hands before and after handling mobile devices to prevent cross-contamination.

8. Monitoring and Compliance

• Routine Audits:
  • Mobile device use will be audited periodically to ensure compliance with security, privacy, and infection control standards.
• Breaches and Disciplinary Action:
  • Any misuse of mobile devices, including unauthorised access to sensitive data, breaches of confidentiality, or improper personal use during working hours, may result in disciplinary action under the CH31-Disciplinary and Grievance Policy.

9. Training and Awareness

• Mandatory Training:
  • Staff must complete data protection and mobile device security training as part of their induction.
  • Regular refresher sessions will be conducted to ensure awareness of mobile device policies and procedures.

10. Related Policies

• CH12-Safe Care and Treatment Policy
• CH17-Infection Prevention and Control Policy
• CH18-Risk Management and Assessment Policy
• CH27-Staff Supervision, Training, and Development Policy
• CH30-Confidentiality and Data Protection (GDPR) Policy
• CH31-Disciplinary and Grievance Policy

11. Policy Review

• This policy will be reviewed annually or sooner if updates in CQC regulations, data protection laws, or business needs arise.
• Amendments will be made to ensure compliance with the latest best practices in mobile device management.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.