Rumney Endodontics Ltd is committed to ensuring the security of personal data held by the practice.  This objective is achieved by every member of the practice team complying with this policy whilst constantly reviewing procedures in line with changes in technology in order to maintain data security.

 

Confidentiality

see also the practice confidentiality policy

 

• 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 by the practice management and directors.

• 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 and when authorised by practice management. For example if required as part of an investigation. 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 cabinets, which are 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 as well as the installation of a CCTV system.

 

Information held on computer

 

• Appropriate software controls are used to protect computerised records, for example the use of passwords and encryption.  Passwords are only known to those who require access to the information, are changed on a regular basis and are not written down or kept near or on the computer for others to see

• Daily and weekly back-ups of computerised data are taken and stored on an online system, off-site as well as on site.  Back-ups are also tested at prescribed intervals to ensure that the information being stored is usable should it be needed.

• Patient Data and Practice data are stored on different servers in order to reduce damage from corruption.

• A back up server procedure in constantly in place should our server be stolen. This acts as a facility to retain data and maintain continuity of the service.

• Antivirus software is installed throughout and this is monitored by a company who also monitor our firewall.

• A firewall is in place, this blocks the most high risk internet traffic such as emails and shopping and only allows a short white list of sights through. These are accessed purely as a business need.

• All internet traffic is monitored by the firewall including wireless traffic and other devices using the open wifi.

• We reserve a secure wifi for the moment of patient information and other secure information. All other patient data is transferred on a secure internet connection.

• Card payments are run though a separate internet connection in line with current guidance and all necessary questionnaires are completed and up to date.

• 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 as stated above. The only way to reduce the chance of a virus is to reduce internet traffic to vital traffic only. The firewall acts as this control

 

This statement has been signed by existing staff with access to personal data at the practice and will be given to new staff during induction.  Should any staff have concerns about the security of personal data within the practice they should contact Anthony Bartley.

 

I am signing to say that I have read the above and would be confident in explaining the above if asked by a patient or during a HIW inspection