Welsh IG Toolkit for GMPs

Transcription

1 Welsh IG Toolkit for GMPs This User Guide explains how to complete the assessments within the Welsh Information Governance Toolkit for GMPS Welsh IG Toolkit for GMPs - User Guide Page: 1 Author: IG - NWIS

2 Contents Introduction Page 3 Latest Updates Page 3 Getting Started Page 4 Assessments Page 5 Requirements Page 6 Reporting Page 8 Useful Hints and Tips Page 9 Welsh IG Toolkit for GMPs - User Guide Page: 2 Author: IG - NWIS

3 Introduction Welcome to the Welsh Information Governance Toolkit Currently, a selfassessment, the IG Toolkit for GMPs enables the Practice to measure their level of compliance against National Information Governance Standards and ascertain whether information is handled and protected appropriately within the Practice. The assessment will help identify those areas which require improvement and assist in informing the Practice IG Improvement Plan. It may also provide re-assurance to staff and patients that their information is processed securely and appropriately, and assure those other Practices within your Cluster Network when establishing joint working arrangements. The IG Toolkit consists of simple to follow assessments, comprising of a range of rudimental questions requiring tick box answers, one line statements and the facility to upload or link to documents as evidence. Latest Updates Following the pilot of the Welsh IG Toolkit launched in 2016 we are pleased to publish the 2017 edition. You will see there have been some updates to the IG Toolkit, intended to make completing the assessments a little easier, including the facility to upload several documents at a time when providing evidence. Population of the IG Toolkit has now been incorporated into the Quality and Outcomes Framework, Guidance for the GMS Contract Wales 2017/18. Further details can be found under the Quality Assurance - Clinical & Information Governance and peer review of inactive indicators [CND011W] section of the above guidance. The Requirements have been updated in many areas to provide guidance on how the imminent General Data Protection Regulation (GDPR) will impact the assessment topic. Where appropriate they also include useful notes regarding the Cluster Networks and indicate potential risks if certain obligations are not met. Further resources are currently being developed and will be made available on the website over the coming months. You are required to submit your completed assessments by 31 st December This will allow you time to subsequently complete your return for the Clinical Governance Toolkit. Welsh IG Toolkit for GMPs - User Guide Page: 3 Author: IG - NWIS

4 Through your use of the IG Toolkit we welcome your feedback on what works well, what maybe doesn t work so well and what you think should be considered for including in future editions. If you have any comments please feed them back through Information Governance Service Desk Getting Started 1) Go to the Information Governance and Caldicott website; you will find a wealth of resources on all areas of Information Governance, which will also help you with completing the assessments, see Diagram One below. Diagram One Home page of the Information Governance Caldicott 2) You can gain access to the toolkit through the Welsh IG Toolkit for GMPs tab on the left of the home page. If you have an existing ISMS Assessment Username and Password you can Log On using your current details. If you are a new user you can request an account by following the Register link in the New Users box, see Diagram Two for further information. Should you encounter any problems contact the Primary Care Service Desk. Welsh IG Toolkit for GMPs - User Guide Page: 4 Author: IG - NWIS

5 Diagram Two Access to the Welsh IG Toolkit for GMPs 3) Once logged in you will be on the Forms page, select the Welsh IG Toolkit for GMPs. Here you will have the option to Fill in Form (the Assessment), to look at the Evidence you ve already uploaded or to Produce Reports. 4) Click on Fill in Form, this will take you straight to the Practice Information page. Populate all fields and then Complete the Page. Assessments 5) The toolkit is broken into four sections: a. Business Responsibilities b. Staff c. Patients d. Information Technology and Premises Welsh IG Toolkit for GMPs - User Guide Page: 5 Author: IG - NWIS

6 6) Within each of these sections there are several assessments, for example, in Business Responsibilities there are six assessments: a. Information Governance Management b. Policies and Procedures c. Contracts and Agreements d. Business Continuity e. Freedom of Information f. Records Management Diagram Three demonstrates a snapshot of the assessments within each of the four sections. Diagram Three Sections and Assessments 7) Each assessment contains three Attainment Levels; which are cumulative, therefore you can only score the higher levels once you have met the criteria in the lower levels. Requirements 8) Before populating any assessment you should read the Requirement for that section in full. This provides an in-depth explanation of what is required to meet each level of the assessment. It also provides links to further resources and exemplar documentation. See Diagram Four for an example Requirement. Welsh IG Toolkit for GMPs - User Guide Page: 6 Author: IG - NWIS

7 Diagram Four Sample Section of a Requirement 9) The assessments, as shown in Diagram Five, provides you with the opportunity to detail/upload your evidence in support of your answers. Once you have provided your evidence in full for Attainment Level 1 you must click the Complete check box on the left of the Level 1 box to move up to Level 2. The same process is required to move to Level 2 and Level 3. Diagram Five Example of the population fields within the assessments Welsh IG Toolkit for GMPs - User Guide Page: 7 Author: IG - NWIS

8 10) Continue to work through the toolkit this way. Remember to SAVE THIS PAGE as you go along. The toolkit allows you to dip in and out of the assessments as and when it suits you. There is also an Autosave option you can set in the header. 11) At the end of each assessment there are three Priority boxes and a Free Text Box. These are for you to use as you require, for example, you may find it useful to note reminders, any areas which require improvement or any areas you cannot yet meet, etc. This information can be pulled off in the form of a report which you may find useful to feed into your IG Improvement Plan 12) Once you have populated an assessment as far as you can for the current year you can click on COMPLETE THIS PAGE. This will change the assessment tab green enabling to see at a glance what is considered complete. Reporting 13) You are able to print off reports for your Practice at any point while completing the tool kit and indeed once completed. You will have a variety of reports to choose from. For a complete report, click on all questions and Categories then print report. The report will appear on your screen. You can then choose to print, the same as you would any other document or you can choose to save, to a location of your choice. 14) A set of template reports are currently be developed and will be made available under the reporting section. If you have any suggestions for template reports please contact the Information Governance Service Desk Diagram Six Screen short of reporting window Welsh IG Toolkit for GMPs - User Guide Page: 8 Author: IG - NWIS

9 Useful Hints and Tips 15) Take time to read the Requirements for each assessment before starting them, they will not only guide you in providing the correct evidence, they explain in further detail what is expected from the Practice to meet the required standards of information governance for the specific assessment. 16) Set up a document folder on the Practice shared network for the IG Toolkit. You can then drop in any documents which you use for evidence; they ll be useful for future reference. 17) If you are unable to upload your evidence to the IG Toolkit, for example, if it s only available in a hard copy and scanning it in is not an option, an alternative would be to detail where the evidence is held within the Practice. 18) Use the Free Text Box for reminders, tracking any gaps, noting room for improvement, action etc. whilst completing the assessments. 19) You do not have to complete the toolkit all in one sitting, you can save your answers and return to it as and when you wish. You can go in and out of the toolkit as often as you require, however once you submit your assessment no further changes can be made. 20) Once you are ready to submit your answers to the assessments for the final time, (this must be on or before 31 st December 2017), click on the SUBMIT which can be found on the left of each page under the navigation bar. 21) For 2017 each Practice is required to populate and Submit the assessment by December Moving forward it is envisaged that an updated version of the IG Toolkit will be published on an annual basis during late spring with a submission date of 31 st December. Please note: once the closing date is reached we are unable to re-open the IG Toolkit for any late submissions. 22) Should you encounter any problems accessing the IG Toolkit contact the Primary Care Service Desk 23) If you have any questions or feedback regarding the content of the IG Toolkit or the reports please contact the Information Governance Service Desk Welsh IG Toolkit for GMPs - User Guide Page: 9 Author: IG - NWIS