Governance Policy


Governance Policy

Poole Radio Cabs Ltd Trading as PRC STREAMLINE TAXIS

Information Governance Policy

  1. Introduction

Poole Radio Cabs (PRC) recognises the importance of reliable information, both in terms of the transport of individual patients and the efficient management of services and resources.  Information governance plays a key part in supporting clinical governance, service planning and performance management.

It also gives assurance to PRC and to individuals that personal information is dealt with legally, securely, efficiently and effectively, in order to deliver the best possible care.

PRC will establish and maintain policies and procedures to ensure compliance with requirements contained in the National Health Service Information Authority’s (NHSIA) Information Governance Toolkit.

  1. Scope

This policy covers all aspects of information within the organisation, including (but not limited to):

  • Patient/Client/Service User information
  • Personnel information
  • Organisational information

This policy covers all aspects of handling information, including (but not limited to):

  • Structured record systems – paper and electronic
  • Transmission of information – fax, e-mail, post and telephone

This policy covers all information systems purchased, developed and managed by/or on behalf of, the organisation and any individual directly employed or otherwise by the organisation.

  1. Principles

3.1           Openness

  • PRC recognises the need for an appropriate balance between openness and confidentiality in the management and use of information.
  • Information will be defined and where appropriate kept confidential, underpinning the principles of Caldicott and the regulations outlined in the Data Protection Act. We do not provide Freedom of Information (FOI) request direct to public. All FOI request have to be made through the FOI department at the relevant trust.
  • Patients will have access to information relating to their own transport. There will be clear procedures and arrangements for handling queries from patients, the public and Trust staff.
  • PRC will have clear procedures and arrangements for liaison with the press and broadcasting media.
  • Integrity of information will be developed, monitored and maintained to ensure that it is appropriate for the purposes intended.
  • Availability of information for operational purposes will be maintained within set parameters relating to its importance via appropriate procedures and computer system resilience.
  • PRC regards all identifiable personal information relating to patients as confidential, compliance with legal and regulatory framework will be achieved, monitored and maintained.
  • PRC regards all identifiable personal information relating to staff as confidential except where national policy on accountability and openness requires otherwise.
  • PRC will establish and maintain policies and procedures to ensure compliance with the Data Protection Act, Human Rights Act, the common law duty of confidentiality and the Freedom of Information Act.
  • Awareness and understanding of all staff, with regard to responsibilities, will be routinely assessed and appropriate training and awareness provided.
    • Information Security
  • PRC will establish and maintain policies for the effective and secure management of its information assets and resources.
  • Audits will be undertaken or commissioned to assess information and IT security arrangements.
  • PRC’s Incident Reporting system will be used to report, monitor and investigate all breaches of confidentiality and security.
  • Information Quality Assurance
  • PRC will establish and maintain policies for information quality assurance and the effective management of records.
  • Audits will be undertaken or commissioned of PRC’s quality of data and records management arrangements.
  • General Managers will be expected to take ownership of, and seek to improve, the quality of data within their services.
  • Wherever possible, information quality will be assured at the point of collection.
  • PRC will promote data quality through policies, procedures/user manual and training.
  1. Year on Year Improvement Plan and Assessment

An assessment of compliance with requirements, within the Information Governance Toolkit (IGT), will be undertaken each year. Annual reports and proposed action/development plans will be presented to PRC’s Management Board for approval prior to submission to the IGT. The requirements are grouped into the following initiatives:

  • Code of Confidentiality
  • Data Protection
  • Freedom of Information
  • Health Records
  • Information Governance Management
  • Information Quality Assurance
  • Information Security
  1. Information Governance Management

Information governance management across the organisation will be co-ordinated by the Information Governance Group. The membership of this group will comprise:

  • Director- Gary White
  • Director- Michael Tilley
  • Director- Dean Williams

The responsibilities of the Information Governance Group will include (but not be limited to):

  • Recommending for approval related policies and procedures.
  • Recommending for approval the annual submission of compliance with requirements in the IG Toolkit and related action plan.
  • To co-ordinate and monitor the Information Governance Strategy across the organisation.

Information Governance leads throughout the organisation will be central to the delivery of the information governance strategy.

  1. Training

All staff should attend, as part of their induction, a training session on Information Governance. Top–up training will be provided; this can be requested by an individual wanting personal development or arranged at the discretion of a manager.