All staff employment contracts contain a confidentiality clause. Access to personal data is on a “need to know” basis only. Access to information is monitored and breaches of security will be dealt with swiftly. We have procedures in place to ensure that personal data is regularly reviewed, updated and deleted in a confidential manner when no longer required. For example, we keep patient records for at least 11 years or until the patient is aged 25 – whichever is the longer.
Physical Security Measures
Personal data is only taken away from the practice premises in exceptional circumstances. If personal data is taken from the premises it must never be left unattended in a car or in a public place. Records are kept in a lockable fireproof cabinet, which is not easily accessible by patients and visitors to the practice. Efforts have been made to secure the practice against theft by, for example, the use of intruder alarms, lockable windows and doors. The practice has in place a business continuity plan in case of a disaster. This includes procedures set out for protecting and restoring personal data.
Information held on computer
Appropriate software controls are used to protect computerised records. Daily and weekly back-ups of computerised data are taken and stored in a fireproof container, off-site. Back-ups are also tested at prescribed intervals to ensure that the information being stored is usable should it be needed Staff using practice computers will undertake computer training to avoid unintentional deletion or corruption of information Dental computer systems all have a full audit trail facility preventing the erasure or overwriting of data. The system records details of any amendments made to data, who made them and when Precautions are taken to avoid loss of data through the introduction of computer viruses
Bramley Dental Practice 15/09/11