INFORMATION GOVERNANCE TRAINING NEEDS ASSESSMENT

Transcription

1 INFORMATION GOVERNANCE TRAINING NEEDS DOCUMENT CONTROL Reference Number IG11 Version 1.1 Status Final Sponsor(s) Head of Corporate Services Amendments April 2013 First version created February 2016 Routine review: formatting changes throughout, added reference number, edited to reflect CCGs new matory requirements for all staff, updated Appendix 2, added contents Document objectives: To detail the Information Governance matory training arrangements for CCG staff to detail additional specialised training required for some staff roles. Intended Recipients: All CCG employees, trainees, contractors, temporary staff, researchers, trainers consultants who may be involved in the processing of information at any level in the organisation, or who have access to areas where information is stored within the CCG. It will be strongly recommended to independent practitioners as good practice guidance. Approval Approved: Information Governance Sub-Committee -11 February 2016 Governance Committee - 24 February 2016 Ratified: Governing Body - 23 March 2016 Date of Issue 23/03/2016 Review Date 2 years from date of issue Contact for Review Information Governance Manager Responsible Director: Chief Operating Officer Page 1 of 8

2 CONTENTS Introduction... 3 The IG Training Tool... 3 Minimum training requirements... 3 Staff unable to complete online training... 3 Responsibilities... 4 APPENDIX 1 Training Modules to be undertaken by staff APPENDIX 2 Guidance document... 6 Responsible Director: Chief Operating Officer Page 2 of 8

3 Introduction Staff inevitably have different levels of awareness of their responsibilities for safeguarding confidentiality, protecting data preserving information security. It is difficult for busy staff to convert theory guidance into practical work procedures. Changing established routines adjusting established work practices can be challenging. In many cases the matory basic training through the on-line NHS Information Governance Training Tool will be sufficient to give staff the knowledge that they require, but this should not be assumed as some jobs will require additional training some staff may have struggled with the on-line materials require additional support. The IG Training Tool The online Information Governance Training Tool is provided by the Health Social Care Information Centre (HSCIC) to ensure that information governance training is consistent staff are tested to demonstrate they underst the training. There are many modules covering different areas of information governance completion of relevant modules is mainly dependent upon job roles in the organisation. Completion of information governance training by everyone who works for the CCG will provide staff with the knowledge to ensure that information governance requirements stards are met by the organisation. This policy also ensures that the CCG will be compliant with the requirements of the Information Governance Toolkit with regard to information governance training whilst gaining maximum benefit from the online Information Governance Training Tool. Guidelines on how to access the online Information Governance Training Tool can be found at Appendix 2. Minimum training requirements As a minimum the following 2 modules are matory for all staff: Introduction to Information Governance Once the Introduction to Information Governance module has been successfully completed the following module may be completed as an alternative in future years: Information Governance: The Refresher Module Staff unable to complete online training CCG Line managers must contact the Information Governance Manager where they have staff who do not have access to a computer/laptop in order to complete their Information Governance Training. Alternative arrangements will be agreed to ensure that these staff complete their annual matory information governance training. Staff who do not have access to a computer/laptop whose role does not include the use of personal information may, at the discretion of the Information Governance Manager, be excluded from this policy. Other relevant information governance training will be agreed. Responsible Director: Chief Operating Officer Page 3 of 8

4 Staff who are unable to complete their identified annual matory information governance training for whatever reason must inform their line manager who must then inform the Information Governance Manager as soon as possible. Responsibilities Information Governance Manager will: Issue reminders updates to all staff via , extranet staff bulletin (where available) regarding completion of annual matory information governance training as per this policy. Monitor staff completion of information governance training. Provide reports showing organisational progress for information governance training to CCG managers for discussion at IG meetings/corporate meetings. Provide ad hoc reports to CCG managers for monitoring staff performance on the Information Governance Training Tool. The reports will provide detailed information for manager s staff will show completion of modules using the online Information Governance Training Tool. CCG managers are responsible for: Completing training needs assessments for all staff as required Checking their staff have completed the relevant annual matory information governance training. Agreeing actions with staff that have not completed their identified training. Escalating non-compliance to the Information Governance Manager. Staff are responsible for: Completing identified information governance training. Keeping themselves informed up to date about changes to all corporate policies procedural documents. Notifying their manager when they cannot complete the identified information governance training online as soon as possible. Responsible Director: Chief Operating Officer Page 4 of 8

5 APPENDIX 1 Training Modules to be undertaken by staff. If you are unsure which job role to follow please ask your manager. They will contact the information governance manager for advice if necessary. Job Role All Staff Matory Modules to be undertaken (others may be required locally by management) Introduction to Information Governance After the introduction module above has been successfully completed then the following module can be completed instead each year: Information Governance: The Refresher Module IG Lead/Manager (also Subject Access Lead) Caldicott Guardian Senior Information Risk Owner (SIRO) Freedom of Information Officer Information Asset Owners (IAO) Risk Management: Foundation The Caldicott Guardian in the NHS Social Care Access to Health Records Records Management the NHS Code of Practice The Caldicott in the NHS Social Care NHS Information Risk Management for SIROs & IAOs NHS Information Risk Management for SIROs IAOs Information Asset Administrators/Assistants (IAA) And NHS Information Risk Management: Introductory Responsible Director: Chief Operating Officer Page 5 of 8

6 APPENDIX 2 Guidance document Guidance for accessing Matory Information Governance Training All staff at High Weald Lewes Havens CCG must undertake matory Information Governance training. This applies to employed staff, contracted staff, volunteers, temporary staff, apprenticeships, students etc. The training must be refreshed annually. The CCG requires staff to complete two modules: Introduction to Information Governance (Or Refresher) These two modules are available as e-learning on the IG Training Tool website here. The IG Manager keeps records of staff compliance will you a reminder at the appropriate time in the year when you need to complete your training. Please feel free to ask Cat at any time if you would like to know when your training will become due. Below are instructions for logging in completing the training. Please contact Cat with any problems or questions. Logging in for existing staff You need to log in to the website using the login boxes on the right of the page. Your login will be address in full (i.e. joanne.bloggs@nhs.net) you will have set up your password yourself. If you have forgotten your password you can reset it by clicking the Reset my password link underneath the login boxes. This will prompt you with some memorable questions you should be able to regain access to your account. If this process fails, because you have forgotten the answers to your memorable questions for example, please contact Cat, who can issue you a new password manually. Logging in for new staff Updating an existing account If you have worked in the NHS before you may already have an IG Training tool account, if this is the case all you will need to do to get started is login to your existing account change the organisation which it is linked to. Once you have logged in, click on Your profile in the top menu, then scroll to the bottom of that page to where it says organisation code; you can type in NHS High Weald Lewes Havens CCG or just our organisation code which is 99K, select the CCG from the list which appears then save your changes. The IG Manager will now be able to see your training records remind you at the appropriate time in the year to complete your training. Responsible Director: Chief Operating Officer Page 6 of 8

7 Registering a new account If you have not used the IG Training Tool in the past you will need a new account set up. In most cases this will be done for you by the IG Manager before you start she will send you details about this. However if you need/want to do it yourself, just click on Register Now towards the bottom right of the homepage. You will need to input your organisation by typing the code 99K then selecting NHS High Weald Lewes Havens CCG. Next you need to select your job role, for most people this will be 'Admin & Clerical (access to personal info)'. Then just follow the next few steps, inputting your details as requested. Once the process is complete, you will be sent a confirmation within which you will need to click a link to confirm your account. Doing your training - all staff To complete the training modules simply log in to your account (following the instructions in the two sections above as needed) click on Learning Tools in the top menu. You will now see a list of all the courses available to you. As listed above the matory modules all staff are required to do are: Introduction to Information Governance (or the refresher) Once you have clicked into your selected module read through the information on the front page, scroll to the bottom until you can see a small blue Launch icon on the left. Click on this the module will open in a new window. You then need to work through all the sections on the left, starting with Introduction. To move to the next page within a section, you click Next in the bottom right corner. You click Menu (bottom middle) to go back to the main page enter another section. Once you have worked through all the sections, go back to the main page click on Assessment on the right. There are then a series of questions to answer to move through them you click Next in the bottom right. Please note the assessment itself must be finished in one session (or your score will not be recorded), however, the other sections of the modules contain a bookmarking function, which remembers where you left off in case you need to leave the module finish it later. The pass mark for all modules is 80%, you will not be marked as having completed the matory requirement until you have passed the assessment for both of the above modules. Please note you can take the assessment as many times as you need to in order to pass. Responsible Director: Chief Operating Officer Page 7 of 8

8 Checking your IG training status accessing certificates If you would like to view your learning history on the IG Training Tool, you first need to login to your account (refer to the instructions above). Checking your IG training status for the current training year Click on Learning Tools in the top menu. You will then see a list of all the IG modules available for you to complete. The last column, entitled 'Status 20XX- XX' will show one of the following options: Not assessed - this means you have not started the module Passed - You have completed the module passed the assessment Not passed - You have completed the module attempted the assessment, but have not passed it. In this case you will need to open the module again retake the assessment until you have passed it. Accessing Certificates Click on Your certificates in the top menu. You will then see a list of all the IG modules you have ever completed underneath each one, links to download certificates according to each of the training years you completed that course in. Please note there is no need for you to download/store/print your certificates unless you wish to for your own records as the IG Manager can access your training data directly. If you require further details about Information Governance or need any help with the IG training tool please contact the Information Governance Manager Responsible Director: Chief Operating Officer Page 8 of 8