NA106-Mobile Phones and Electronic Devices Policy
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{{org_field_name}}
Registration Number: {{org_field_registration_no}}
Mobile Phones and Electronic Devices Policy
1. Purpose
The purpose of this policy is to establish clear, consistent, and safe guidelines for the use of mobile phones and electronic devices by all staff working under {{org_field_name}}, including registered nurses, healthcare assistants, and other temporary healthcare workers. The policy is designed to balance the legitimate need for communication with the safety, privacy, dignity, and wellbeing of service users. It also ensures compliance with data protection legislation, professional codes of conduct, and client-specific policies. Misuse of mobile phones or electronic devices in health and social care settings can result in breaches of confidentiality, safeguarding concerns, distractions from patient care, and reputational damage. This policy is compliant with the Data Protection Act 2018, UK GDPR, the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, the NMC Code, and the Care Quality Commission (CQC) Fundamental Standards.
2. Scope
This policy applies to: All registered nurses, healthcare assistants, and other temporary workers engaged by {{org_field_name}}. All directors and office staff responsible for managing or supporting agency workers. All care settings where {{org_field_name}} staff are deployed, including care homes, nursing homes, and healthcare facilities. All mobile phones, tablets, smartwatches, laptops, cameras, audio recorders, and other electronic devices brought to or used within the workplace by staff.
3. Related Policies
- Confidentiality and Data Protection Policy – Safeguarding Adults Policy – Code of Conduct – Social Media and Internet Use Policy – Information Governance and Cyber Security Policy – Whistleblowing Policy – Disciplinary Policy
4. Policy Statement
{{org_field_name}} is committed to maintaining the highest standards of safety, privacy, and professionalism. The use of mobile phones and electronic devices by agency workers will be strictly controlled to protect service users, prevent data breaches, and promote safe and effective care. The unauthorised use of mobile phones and devices during working hours or in the presence of service users is prohibited. Agency staff may only use such devices where explicitly permitted, for approved work-related purposes, or in designated staff-only areas. All staff must comply fully with this policy, the policies of the client organisation, and applicable legislation at all times.
5. Responsibilities
Directors The directors of {{org_field_name}} will: Communicate this policy to all staff during induction and through regular updates. Monitor compliance through supervision, feedback, and incident reviews. Investigate any breaches of this policy and take appropriate action, including disciplinary procedures. Review this policy annually or sooner if required.
Agency Workers All agency workers are responsible for: Understanding and adhering to this policy. Respecting the privacy and dignity of service users at all times. Ensuring that their mobile phones and electronic devices do not interfere with the safe delivery of care. Reporting any misuse of mobile phones or devices witnessed during placements.
6. General Principles
The use of mobile phones and electronic devices must never: Compromise the safety, privacy, or dignity of service users. Distract from care duties. Breach data protection, confidentiality, or safeguarding requirements. Be used for personal, social, or non-work-related purposes during working hours, except during authorised breaks in designated areas.
7. Personal Mobile Phones
Staff may bring personal mobile phones to work but must: Keep them switched off or in silent mode during working hours unless required for emergency use authorised by the client. Only use personal mobile phones during official breaks and in designated staff areas, away from service users and visitors. Never use personal mobile phones to photograph, record, or communicate information about service users, staff, or care environments. Not use personal mobile phones to access or share confidential service user information under any circumstances.
8. Work-Related Use of Mobile Phones
If authorised by the client or {{org_field_name}}, staff may use mobile phones for work-related purposes such as: Emergency communication between staff. Contact with managers or on-call personnel for urgent operational matters. Electronic care record-keeping or clinical communications where permitted by the client. Staff must: Use only secure systems or apps approved by the client and {{org_field_name}}. Ensure that all communication and data handling is compliant with data protection requirements. Avoid using personal devices for client-related work unless explicitly authorised and appropriate security measures are in place (e.g., encryption, password protection).
9. Photography and Audio/Video Recording
The use of mobile phones, cameras, or other devices for photography or audio/video recording is strictly prohibited unless: Explicitly authorised by the client and supported by valid consent from the service user (or their representative). Required for legitimate clinical documentation purposes as part of client protocols. Carried out using client-approved equipment. All staff must never use personal devices to take photographs or make recordings within the workplace.
10. Electronic Devices Including Smartwatches and Tablets
Other electronic devices such as smartwatches, tablets, or wearable technology must not be used during working hours for personal purposes. Where devices are used for health and safety (e.g., lone working alarms) or work-related communication, staff must comply with: Client-specific protocols. Data protection and confidentiality rules. {{org_field_name}} guidance regarding secure use of devices.
11. Data Security
All devices used for work purposes must: Be password-protected. Have up-to-date security software installed. Be securely stored when not in use. Staff must ensure that: Confidential information is never stored on personal devices unless authorised and encrypted. Emails, messages, or documents containing sensitive information are not sent via unsecured channels. Data breaches are reported immediately to the client and to {{org_field_name}} in accordance with the Incident Reporting Policy.
12. Safeguarding
The unauthorised use of mobile phones or devices in care settings may lead to safeguarding concerns, especially if: Service users are photographed without consent. Confidential information is shared inappropriately. The use of devices distracts staff from delivering safe care. Any safeguarding concerns relating to the use of mobile phones or electronic devices must be reported immediately following the Safeguarding Adults Policy.
13. Confidentiality and Privacy
Staff must: Treat all service user information as confidential. Not use devices to discuss or share information about service users in public areas or on social media. Avoid any communication that could identify service users, directly or indirectly.
14. Monitoring Compliance
The directors of {{org_field_name}} will: Monitor compliance through supervision, client feedback, and incident reporting. Investigate concerns about the misuse of mobile phones or electronic devices promptly. Address breaches through training, support, or disciplinary procedures as appropriate. Review compliance during staff appraisals and reflective practice.
15. Training
All staff will receive training on: Professional standards regarding mobile phone and electronic device usage. Confidentiality, data protection, and cyber security. Incident reporting procedures relating to unauthorised use of devices. Refresher training will be provided regularly.
16. Disciplinary Action
Misuse of mobile phones or electronic devices, including: Breaches of confidentiality. Inappropriate communication. Use of devices for unauthorised photography or recording. Distraction from care duties. Will be treated as a disciplinary matter and may result in removal from the agency’s active staff list, referral to professional regulatory bodies, or further legal action.
17. Equality and Reasonable Adjustments
{{org_field_name}} will ensure: Reasonable adjustments are made where the use of electronic devices is necessary due to health conditions (e.g., medical alert devices). Requests for adjustments will be considered sensitively and on a case-by-case basis.
18. Continuous Improvement
{{org_field_name}} will: Review this policy annually or sooner if legislative, regulatory, or client requirements change. Update staff guidance in response to new technology, emerging risks, or lessons learned from incidents. Promote good practice in the responsible and professional use of electronic devices.
19. Policy Review
This policy will be reviewed annually or earlier if: Legislative or regulatory changes occur. Feedback from clients or staff indicates a need for amendment. Incident trends suggest revisions are necessary.
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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