Flow Mapping User Guide
Contents
1. Capacity assessments Care Plans Care Plan Letters Carers assessment Case file Compliments and Complaints and returns Contact Assessments to other agencies and other agencies in Continuing Care documents Daily Journals Day care returns Duty Book Department of Work amp Pensions letter E mails containing PID Faxes containing PID Financial circumstances forms Health amp Safety Risk Assessment forms Home care monitoring forms Homecare respite vouchers IB cancellation forms IB letter to client IB questionnaire ID badges Invoices Letters containing PID Letter of Intent Message pads Mileage claim forms Monitoring forms home care Notification of death Old diaries 13 One off payment IB Orders Pay slips Personal Development Reviews Penderel s Referral Forms Personal Circumstance forms RAS forms IB s Residential respite vouchers Review Forms Safeguarding minutes and any other related documentation Safeguarding alert forms Schedule of Agreement Self directed support agreements Self Directed Support costings Spreadsheets with budgetary information Spreadsheets holding client details when cases allocated by PCM or TM Spreadsheets holding IB information with client details Supervision Files Super2. No Email address Date of birth Data Flow Direction Out Flon Driving licence number Telephone numbers Local Patient Identifier National Insurance No Number of Records Involved Purpose of the Service user signature data transfer Personal Personal Identifiable Identifiable Info Information Flow Mapping Questionnaire ocations Sources Desti tes Is it an internal or external transfer H often does this transfer ccur External transfers is the location in UK EEA outside EEA UK X E g spreadsheet sent weekly Name of Internal department external organisation transferred to or from Service user How often does the data transfer occur Previous Information Flow Mapping Questionnaire How is the Data Transferred How is the data transferred Post x f electronic e g d ticks etc is the data en is the data on removable media If removable media is the data encrypted Is the data in a sealed envelope fully addressed and marked as private confidential Is it posted by tracked post special delivery Previous Cancel Flow 2 Inbound The care plan is then returned to the office A New Record should now be created Information Flow Mapping Questionnaire Directorate Dept Information Services if a care plan posted to Ns ce user r it re Work Area Information Services user for signatu Data Category Service
3. User Record Detail Care Plan Data Flow Direction In Flow Number of Records 1 Involved Purpose of the Returned with signature data transfer Personal Personal Identifiable v Identifiable Info Information Flow Mapping Questionnaire Locations Sources Destinations Notes Is it an internal or external transfer fen often does this transfer ccur External transfers is the location in UK EEA outside EEA UK x E g spreadsheet sent weekly Name of Internal department external organisation transferred to or from Social Services Office How often does the data transfer occur Previous Information Flow Mapping Questionnaire How is the Data Transferred z Notes Taisia Tet Post x presse select the appropriate rmat from the list is the data on removable media No X If removable media is the data encrypted Not Applicable sA Is the data in a sealed envelope fully addressed and No marked as private confidential Is it posted by tracked post specal delivery Do you confirm receipt of the posted item Previous Cancel If you are completing the information flow mapping for your own service and another service you will be given two logins and passwords so that we can distinguish between the service areas It would be helpful if you could raise any queries you have via e mail to dianearkwright barnsley gov uk This will help to manage the vo
4. aff occupying publicly accountable posts and public facing staff Included Formats 5 Mapping should be carried out on information formats which have physical properties It could be in hard copy or digital format such as Digital e g Computers R CDs DVD Audio and Video tapes Floppy discs Back up tapes Telephone answering machine messages On line registration systems Digital Photographs on a Camera SMS Text Message AASA Hard Copy e g Printed Letters 0O Printed Documents Printed Reports Computer printouts DaN 10 Printed Photographs amp Negatives Files Microfiche Notepads Diaries P45 P60 AAAI Excluded Formats 6 Information formats that cannot be stored as it does not exist in physical form x Face to face discussions briefings x Telephone conversations x Video Conference Calls 7 If discussions are recorded notes taken or printouts made then this action will create information in digital or hard copy format Subsequent transfers of the new format may need to be included Included Transfer Methods 8 The methods of transfer will include Email Fax Post Courier Text Message Automatic system transfer Manual upload to system Staff taking information off site or to a location Hand Delivery by Staff AASIASSA 9 Memory sticks are highly susceptible to loss and the use of these should be closely controlled in accordance with the Information Security Policy Inc
5. ake has been made ii Advice received from the Information Governance Officer where changes to the flow have been made Click onto the relevant line of the record you wish to update NOTE you can click onto any field to highlight the record with the exception of the ID field Click the Update Record button Enter in the changes Click Save NOTE the refresh button will re populate the list APPENDIX A Included Information 1 All Person Identifiable Data e g service user contractor staff Data Item supplied with a reasonable expectation of being used in confidence Case Notes including documents which contain personal data such as employment and q other contracts minutes and agendas from formal committee meetings e g A KA assessment panels case conferences in addition to personnel records health records case records patient notes 2 Person identifiable data of the deceased 3 The NHS Number as it is a unique identifier and is therefore Person Identifiable Data Excluded Information 4 Information that poses no security threat because it is x Fully anonymised including statistics x Personal data but no confidentiality restrictions apply e g staff names and contact details contained in patient public information leaflets newspaper articles approved versions of public board meetings annual reports x Already lawfully available in the public domain e g public appointment details names of st
6. arranak an ii BARNSLEY Merren oitan Reraugn Couns INFORMATION FLOW MAPPING EXERCISE USER GUIDE dianearkwright barnsley gov uk Tel 01226 772438 Contents Introduction Example Information Flow in and out Getting Started Step 1 Set the security level Step 2 Save the Spreadsheet Step 3 Log in Step 4 Entering a New Record Step 5 Updating a Record Appendix A Included information Included formats Excluded formats Included transfer methods Excluded transfer methods What is personal identifiable data What is sensitive data Appendix B Suggested information flows to consider Appendix C Member States of the European Economic Area Introduction You are required to complete information flow maps in relation to yourself as an individual or on behalf of a team department service where a practice is common details of arrangements for the transfer of sending or receipt or both Person Identifiable Details PID or otherwise service or business sensitive information the loss or mis routing of which could result in a breach of confidentiality and or lead to a questioning or loss of the BMBC s reputation either locally or nationally PID can apply to service users and staff and applies to any items of data that can solely or in combination uniquely identify an individual such as name address postcode date of birth service department conditions Always think of yourself as the subject and how appropriate justi
7. cit such as an unusual surname an isolated postcode or combination such as of postcode and telephone number Information that is not generally considered personally identifiable because they are traits shared by many people include First or last name if common Country state or city of residence Age especially if non specific Gender or race Name of the school they attend or workplace Grades salary or job position Criminal record NASSI What is Sensitive information This is information which is usually treated confidentially and whose loss misdirection or loss of integrity could impact adversely on individuals the organisation and a number of individuals or on the wider community Personal information becomes sensitive if it includes any of the following types of information about an identifiable living individual Racial or ethnic origin Political opinions Religious beliefs Trade union membership Physical of mental health Sexual life Commission of offences or alleged offences aN Information about an individual s financial arrangements or specific to an organisation s business operations finance or security is also likely to be deemed sensitive 12 APPENDIX B Suggested flows of information to consider note this is not an exhaustive list and there may be many more information flows in individual services Document Absence returns and sick notes Blips Cancellation forms
8. fiable you consider the exchange of information would be Additional guidance can be viewed at Appendix A The purpose of this exercise is to map the flow of such information within and outside BMBC assess any risk associated with these activities and ensure that they are being conducted in a secure and confidential manner to the benefit of all concerned An input form in the form of a spreadsheet has been devised to assist with the capture of the information flows Please follow the instructions below to assist in completing the spreadsheet Example Information Flow It is important to be aware that for one piece of information there may be two flows outbound and inbound For example a care plan A care manager will send out the care plan to the service user for signature outbound and the service user will return the signed care plan inbound to the social services office Therefore the flow should be completed as below Flow 1 Outbound Information Flow Mapping Questionnaire Notes Directorate Dept informatonSevies s s s S OOOOOC d Dep Information Services ensitive information Racial or ethnic origin Religious beliefs Work Area Information Services v Trade union membership Physical of mental health Sexual life Offences alleged offences Personal Identifiable Info PII Data Category Service User Record Name Address home or business Detail Care Plan Postcode NHS
9. itions Alwags think of sourself as the subject and how appropriaterjustifiatle gou consider the exchange of information would be If you have any queries please contact Diane Arkwright on 772438 or via email dianearkwright barnsley gov uk New Record New Record Se oo E E E S kal _ maa Update Record DirectoratelDept S a ID _Directorate Dept Completed B Date ormation Services E Ati T eae Pon EAR s E B T N ae 8 61 Information Services Information Services Case File steven 261102003 y 62 Information Services Information Services Spreadsh at Se la SS ny 21 22 23 iss 7 j a SSS 25 EJ Created records 27 28 23 30 3 32 33 3 35 36 Kid 38 39 40 y M 4 gt ot Menu Notes lt gt Lg AutoShapes OOE STEP 4 Entering a New Record Click onto the button New Record Using the drop down field and or text boxes enter in the relevant information on the first screen Click the next button Enter in the relevant information Click the next button NOTE you must complete all the relevant fields otherwise an error message will occur Once the three screens have been completed Click the save button The record entered will be displayed as shown above Click onto the New Record button to enter further flows STEP 5 Updating a Record This should only be used in the following circumstances i A mist
10. luded Locations Organisation Areas 10 All transfers that take place or are expected to take place v Inor out of the Organisation v Between departments on separate sites within the Organisation 11 This could include transfers to NHS organisations courts solicitors insurance companies disposal sites storage archives information sharing partnership organisations patients letters Data Protection Act Subject Access Requests SARs etc Transfers between departments are included as these may be on different sites or deal with high volumes of transfers Excluded Locations Organisation Areas 12 The following can be excluded x Transfers between professionals in the same building location e g patient notes or health records during normal episodes of care x Unforeseen and unexpected transfers though security measures will still apply What Is Personal Identifiable Data 13 Personal Identifiable Data PID is information an identifier about a person e g a patient client service user or staff from which the individual could be singled out from others It may be a single or combination of two or more identifiers such as Name Address home or business Postcode e g a house in rural area NHS No Email address Date of birth Driving licence number date of birth and first part of surname Telephone numbers Local Patient Identifier National Insurance No AAAA A single identifier may be fairly expli
11. lume Getting Started STEP 1 Set the security level The input form has been devised in Microsoft Excel You need to ensure that the correct security level is set Open up Microsoft Excel Click onto Tools then Options Click onto the Security tab as shown below Then click onto Macros Security Options view Calculation Edit General Transition Custom Lists Color _ International Save Error Checking Spelling E File encryption settings For this workbook Password to open dvanced File sharing settings For this workbook Password to modify C Read only recommended Digital Signatures Privacy options C Remove personal information From File properties on save Macro security Adjust the security level For files that might contain macro viruses and Macro Security specify names of trusted macro developers OK J Cancel Set the security level to medium as shown below Security Security Level Trusted Publishers Very High Only macros installed in trusted locations will be allowed to run All other signed and unsigned macros are disabled O High Only signed macros From trusted sources will be allowed to run Unsigned macros are automatically disabled Medium You can choose whether or not to run potentially unsafe macros i Low not recommended You are not protected From potentially unsafe macros Use this setting only if you have virus scanning sof
12. tware installed or you have checked the safety of all documents you open Click OK Pre populated DO NOT change Refresh Cursor bar STEP 2 Save the Spreadsheet The spreadsheet will have been e mailed to you In the e mail double click onto the spreadsheet click Save Select the location eg your own drive Click Save STEP 3 Log in Open up the spreadsheet you have saved Click Enable Macros Enter your username your usual username Enter in the password this will have been given to you Click OK You are now ready to enter data and the screen will be displayed as shown below E Microsoft Excel IFMQ DAR EE fart a Tools Dats Window Help Type a question forhelp 8 X Information Flow Mapping Questionnaire You are required to complete in relation to ourself as an individual for on behalf of a team department service where a practice is common details of arrangements for the transfer of sending or receipt or both Persen Ientifiable Details PID or otherwise service or business sensitive information the Joss or mis routing of which could result in a breach of confidentiality and or lead to a questioning cr joss of the BMBC s reputation either localle or nationally PID can apply to service users and staff and applies to ang items of data that can solely or in combination uniguely identify an individual such as name addressipostcode date of birth service department cond
13. vision notes Support Plans Support Plan Letter System access request form Team Meeting minutes Telecare Referrals Training forms Using personal mobile to make work calls to service users Voucher audit forms Welfare Right checklist Yellow Fairer Charging Forms 14 APPENDIX C Member States of the European Economic Area Austria Greece Netherlands Belgium Hungary Norway Bulgaria Iceland Poland Republic of Cyprus Ireland Portugal Czech Republic Italy Romania Denmark Latvia Slovakia Estonia Liechtenstein Slovenia Finland Lithuania Spain France Luxembourg Sweden Germany Malta United Kingdom Iceland Liechtenstein and Norway are EEA member states but they are not members of the European Union EU 15
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