DC136-Sharing Information with 3rd Party Organisations Policy

Registration Number: {{org_field_registration_no}}

Sharing Information with 3rd Party Organisations Policy

1. Purpose

The purpose of this policy is to outline {{org_field_name}} approach to sharing information securely and appropriately with third-party organisations. Effective information-sharing ensures continuity of care, safeguarding, compliance with regulatory standards, and operational efficiency while protecting service user confidentiality. This policy ensures compliance with General Data Protection Regulation (GDPR) 2018, Care Quality Commission (CQC) Fundamental Standards, and the Data Protection Act 2018.

2. Scope

This policy applies to:

All employees, including care workers, administrative staff, and management.
Service users and their representatives, ensuring their rights are upheld.
Third-party organisations, including healthcare providers, local authorities, regulators, and safeguarding bodies.
Data protection officers and legal representatives, ensuring adherence to legal and ethical responsibilities.

It covers:

Legal and regulatory compliance.
Situations requiring information-sharing.
Consent, confidentiality, and safeguarding.
Data security and record-keeping.
Responsibilities of staff and management.
Handling breaches and complaints.

3. Legal and Regulatory Framework

This policy aligns with:

General Data Protection Regulation (GDPR) 2018 – Ensuring lawful processing of personal data.
Data Protection Act 2018 – Governing confidentiality and security of information.
Health and Social Care Act 2008 – Regulating information-sharing in the care sector.
Care Act 2014 – Requiring information-sharing to ensure safeguarding and well-being.
Freedom of Information Act 2000 – Governing information requests.

4. Situations Requiring Information-Sharing

Information-sharing with third-party organisations is essential in situations such as:

Healthcare coordination, including referrals to GPs, hospitals, and allied healthcare providers.
Safeguarding concerns, ensuring service users are protected from harm.
Legal compliance, including CQC inspections, audits, and investigations.
Financial and funding arrangements, such as local authority funding assessments.
Emergency situations, where timely information exchange is necessary for safety.
Service improvement and partnership working, ensuring better care outcomes.

5. Consent, Confidentiality, and Safeguarding

Explicit consent is obtained from service users before sharing personal data unless legally required otherwise.
Mental Capacity Act 2005 guidance is followed when a service user lacks the capacity to provide consent.
Information is only shared on a need-to-know basis, ensuring data minimisation.
All shared information must be accurate, up-to-date, and relevant to its purpose.
Safeguarding concerns override confidentiality when a service user is at risk of harm.

6. Data Security and Record-Keeping

Secure digital and physical storage is used for all records.
Access to records is restricted to authorised personnel only.
Information is transmitted securely via encrypted emails, secure portals, or documented handovers.
A log of all information-sharing activities is maintained for audit and accountability purposes.
Regular data protection training is provided to all staff handling information.

7. Responsibilities of Staff and Management

Registered Manager oversees compliance with data protection laws and information-sharing protocols.
Data Protection Officer (DPO) ensures GDPR compliance and investigates concerns.
Care Workers follow procedures for handling, sharing, and documenting information.
Administrative staff support secure record-keeping and transmission of information.

8. Handling Breaches and Complaints

Any suspected data breach is reported immediately to the Registered Manager and DPO.
Affected parties are notified as per ICO (Information Commissioner’s Office) guidelines.
Complaints about improper information-sharing are investigated thoroughly and addressed in line with internal grievance procedures.
Corrective actions are implemented to prevent future breaches.

9. Monitoring, Reviewing, and Improving Practices

Regular internal audits ensure compliance with this policy.
Staff feedback and service user reviews inform improvements in data handling.
Policy updates are made in response to regulatory changes and emerging best practices.
External training providers and professional bodies support ongoing staff development.

10. Policy Review and Updates

This policy is reviewed annually or sooner if:

Legislative changes require amendments.
Internal audits highlight areas for improvement.
Service user or staff feedback suggests changes to enhance transparency and security.

11. Conclusion

By implementing this Sharing Information with Third-Party Organisations Policy, our domiciliary care organisation ensures secure, lawful, and person-centred information-sharing. Through robust consent procedures, strict data security measures, and staff training, we uphold the highest standards of confidentiality, safeguarding, and operational efficiency while ensuring compliance with GDPR and CQC regulations.

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}}
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