children index information sharing course next use the blue buttons to move through the course
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Children Index Information sharing course
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This course is for all users of the East Sussex Children Index (ESCI)
It aims to provide you with:
a basic overview of information sharing…
…and how it relates to integrated tools like Early Help Plan and ESCI
links to further guidance and training
For more information about this course contact the Index support team
Welcome to the Children Index information sharing course
Click here to contact the Index team
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It’s important that you’re familiar with your organisation’s Information
Governance policies & that you access the right training training.
As this course isn’t full information sharing training it won’t provide you with guidance on information sharing
in your specific role.
Talk to your line manager if you need more information about training and
policies
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Every information sharing decision is different and you aren’t always
going to know how to do it
Make sure you know the right person in your organisation to go to for advice
oSafeguarding lead?oLine manager?oInformation Governance?
At the end of each section there are questions about
your practice and your organisation’s policies.
Discuss with your team if you are unsure of any of the
answers
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• Why we share
• Information sharing & the law
• Making information sharing decisions
• Sharing information safely
• How we work in East Sussex
• Links and contacts
Contents
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Why we shareWhy we share
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Things that we Things that we know to be trueknow to be true
Sharing information can
help improve children’s lives
and prevent them from coming to
harm
Consent-based working delivers better long-term
outcomes for children and families, and
better interaction between services
no inquiry into a child’s death or
serious injury has ever questioned why information was
shared. It has always asked the opposite -
Lewisham Council
Families are much more likely to
engage with us if they trust us to
respect their information and
views
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We share because…
We have concerns or ideas about a child or young
person and need to share these with people who can
help
When working with a child or young person we sometimes can’t meet all their needs
by ourselves and need to invite other
services to help
When working alongside other
services to support a child or young person
we need all the information to
provide effective support … and to ensure
that the support we are all providing is coordinated
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Children & families should have a voice
The most effective support
we can give families is to
enable them to meet their needs
themselvesPlans are more likely to work if
the families they are about are on board and agree with the actions
We can help children & families to work with us by
being open and honest, listening to them and valuing
their input
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When and how do you encourage children, young people and their families to share their views?
How do you involve children, young people and their families in making planning decisions?
When do you invite other services to help you support a child or young person?
Take time to think about
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Information sharing & the lawInformation sharing & the law
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This is usually name, address, etc (although in some circumstances this can be sensitive e.g. when a child is fleeing domestic violence their address will be sensitive)
This is usually name, address, etc (although in some circumstances this can be sensitive e.g. when a child is fleeing domestic violence their address will be sensitive)
Non-sensitive
E.g. physical or mental health condition, personal history etc
E.g. physical or mental health condition, personal history etc
Sensitive
Personal information is anything which can identify a child or young person
There are two types of personal information:
We should take care when sharing any information about another person, particularly sensitive information
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The law helps us
The Human Rights Act 1998
The Human Rights Act 1998
The Data Protection Act 1998
The Data Protection Act 1998
It does not act as a barrier to sharing information when we need to; it helps us get the balance right by clearing outlining
what we can and can’t do
The two key pieces of legislation are:
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Article 8 outlines the ‘Right to respect for private and family life’
Everyone has the right to respect for private and family life, home and correspondence
We must respect this right except where interference can be justified and is proportionate, e.g. in the prevention of disorder or crime, or the protection of rights of others.
Article 8 outlines the ‘Right to respect for private and family life’
Everyone has the right to respect for private and family life, home and correspondence
We must respect this right except where interference can be justified and is proportionate, e.g. in the prevention of disorder or crime, or the protection of rights of others.
Human Rights Act
1998
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This act outlines the eight data protection principles
We can hold or share personal information as long as we ensure that the information is:
• Processed for limited purposes only• Fairly and lawfully processed• Adequate, relevant and not excessive• Accurate and up to date• Not kept for longer than is necessary• Processed in line with the data subject’s rights• Kept secure• Not transferred outside the UK without adequate protection
This act outlines the eight data protection principles
We can hold or share personal information as long as we ensure that the information is:
• Processed for limited purposes only• Fairly and lawfully processed• Adequate, relevant and not excessive• Accurate and up to date• Not kept for longer than is necessary• Processed in line with the data subject’s rights• Kept secure• Not transferred outside the UK without adequate protection
Data Protection Act 1998
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How does the data protection act apply to your work?
What kind of information do you share and who do you share it with?
Where do you record sensitive personal information?
Take time to think about
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Making decisions to share Making decisions to share informationinformation
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Removing barriers to
achievement
Safeguarding
Child Protection
Best Interest
Achieving the 5 outcomes
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As people working with children our priority should be making
sure a child is enabled to thriveWe have a number of different ways
to express this priority
Our decisions should always be based on doing what is best for the child and their family
Promoting well-being
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We need to make sure we seek the
appropriate consent
There are two types of consent
Implicit consentThis is where it is clear enough
to someone that their information will be shared,
e.g. sharing their information when they’ve asked to be
referred to another service, or as part of the conditions of
accessing a service
It can be a signed
document or conversation, but should be
recorded Explicit consent
should be regularly
discussed and reviewed
Explicit consentIs when the implications of
giving consent are fully explained in order that the
individual understands exactly what they are consenting to,
the consequences of the consent, and what will happen
next.
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However families don’t always agree so sometimes you have to
choose whose consent holds most weight.
Services work best when everyone involved has
agreed to the intervention.
Children under 12: We usually seek their views, but consent usually needs to come
from the parents or carers
e.g. we need parent’s or carer’s agreement when we refer a child
to a service. If they don’t agree they are less likely to make
sure the child gets to appointments
e.g. if a young person under 16 wants to keep things private from their
parents you’ll need to balance the importance
of involving parents with keeping the young
person engaged
e.g. you can work with them without the knowledge or consent of their
parents (but work with the whole family
when you can)
Young people over 12 can give consent if you think they are competent to do so, but it makes sense
to include parents or carers in the
decision if you can.
Young people over 16 can by
law give or withhold consent
themselves
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Sharing information when consent has been
refused will normally be
justified in the public interest:
place a child or adult at increased
risk of significant or serious harm
prejudice the prevention, detection or prosecution of a serious
crime
lead to an unjustified
delay in making enquiries about
allegations of significant or serious harm
When a child or adult might be, or is at risk of
suffering significant or serious harm
to prevent significant harm to a child, or
serious harm to an adult
to support the
prevention, detection
and prosecution of serious
crime.
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In some circumstances you can make a professional judgement decision to…
Share when consent has been refused
Share without seeking consent
This decision to share without consent involves weighing up what might happen if the information is shared against what
might happen if it is not shared.
Consent should not be sought
if seeking consent would:
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Key information sharing questions
Information sharing decisions are often complex with many factors to take into
account.
Here are some tools that you may find useful in helping you think them through
Information sharing flowchart
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When do you act on implicit consent?
When do you ask for explicit consent?
Have you ever taken a child or young person’s consent and not involved their parents or carers in the decision?
How do you make decisions about a young person’s competence?
Take time to think about
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Sharing information safelySharing information safely
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We share personal information
In writing (e.g.
reports, Early Help plans etc)
In writing (e.g.
reports, Early Help plans etc)
Through the Children
Index
We should apply good information sharing practice in all circumstances
Verbally (e.g. discussions with colleagues, core group meetings,
phone)
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When sharing information verbally think about:
How much do you need
to share?
How can you avoid
over-telling?
If you have been given verbal
information have you kept a record of who told you what, so you know where information came
from?
Is the environment appropriately
private?
Is there anyone who
does not need to know this
much information?
Are you sharing in the
right environment?
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Do you know how to share written information securely?
EmailEmailCase
management systems
Case management
systems
Memory stick
Memory stick
By hand
By hand
FaxFaxPostPost
There are lots of ways to share written There are lots of ways to share written information:information:
You should not share any written information unless you’re sure it’s safe and your organisation supports the method
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In today’s day and age email seems like a quick and easy way to share
But did you know that email between But did you know that email between organisations is rarely secure?organisations is rarely secure?
En-crypt: To alter (a file, for example) using a secret code so as to be unintelligible to unauthorised parties
Did you know you can also encrypt information on portable devices such as laptops and memory sticks? This helps keep sensitive
information secure when you carry it.
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Have you built a safe home for the information you keep?
Do you have the right keys?
- Identifying the right people to have access- Securely giving them the passwords, smartcards etc- Regularly reviewing who has access- Keeping means of access secure (passwords, tokens etc)
Are the doors in place?
-Restricted access to files & folders- Case management system log-in- Tokens & smartcards Strong passwords (regularly refreshed)
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How do you usually share written information?
How do you ensure information is only accessed by appropriate people?
How do you know if someone has accessed information inappropriately?
How long should you hold the information? What do you do to destroy it?
Take time to think about
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How we work in East SussexHow we work in East Sussex
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In East Sussex we have:
East Sussex Children Index
Early Help Plans
Multi-agency meetings
Safeguarding procedures
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The Children Index
is a database holding basic information on all children & young people in East
Sussex
- Name, address & date of birth- Universal services - Additional services (with consent)- Plan and Plan Coordinator
It can only be accessed by authorised members of staff from accredited
organisations.
It enables practitioners to let each other know if they are working
with a child or holding a plan for
them.
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Basic Contact details
Universal servicesUser functions
Plan CoordinatorAdditional involvements
SAMPLE RECORD – FABRICATED DATA
No plans or case information are held on the Children Index
What a Children Index record looks like:
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Early Help Planning
It’s a process for assessing and planning
around the needs of families, coordinating the support if more than one service is
involved.
Early Help Planning is
consent based and completed in partnership with families
Early Help Planning is the key process for
working with families, who need early help
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Referral and first contact
Plan
Review and learn
Listen and understand
Agree priorities
The Early Help Planning cycle
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Early Help Plan: Identify emerging need
Index: Let other services know that the child no longer has an open plan & whether you are still
working with them
Index: Check who else is working with children in the family & whether there is already a plan
Index: Let other services know that you are leading on a plan and who to contact
Early Help Plan: Close the Early Help Plan
Early Help Plan & the Children Index
The Index is the tool to help practitioners find each other and the Early Help Plan is part of what they do when they meet
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Early Help Plan: Start the Early Help Plan process
Make a subject access request to
find out what their or their child’s
Children Index looks like (see Links for further details)
Ask someone who is working with
them to tell them what they have
added to the Children Index
about them
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Some information on the Index is sensitive
Universal services (e.g. schools, GPs, etc.) are
automatically added to the Children Index, additional services
which provide a child or family with extra
support to help them thrive need consent
We all have the right to know about information held about us – it’s the same for families. If a
someone wants to know what information is
shown about themselves or their child on the Index
they can either:
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Information on the Index is there to
guide you
But will not always tell you everything about that
child’s services
When using the information you
found on the Index, use the opportunity to talk to the family
about it
It’s important to ask the child or young person and their family about the
people working with them as well as using
the Index
Make sure the family know
what it is and why we use it
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When do you talk to families about the
Index?
When accessing the Children Index, think about:
Does your organisation have guidelines on how,
when and where you should access the
system?
Is your workspace private?- Can you be overseen?- Can anyone access the system when you leave your desk?
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Families shouldn’t have to repeat their story; talk to
them about their information in
the plan
This means letting them know exactly who will have access to their
information
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During the Early Help Plan process you are gathering sensitive personal information
In order to share this information with other people you need to get
consent from the appropriate family
members
In order to share this information with other people you need to get
consent from the appropriate family
members
Speak to the family and make a professional judgement
decision over who to involve in completing the Early Help
Plan
When you receive personal information from another service
And listening to them when they
do not want information
shared with a particular person
Plans work better when
everyone involved is
engaged, but this is not always possible or safe
Treat the information sensitively;
families may find some areas hard to discuss with a
new person
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When do you access the Children Index?
How and when does your service add involvements to the Index?
How and when does your service explain information sharing and multi-agency working to families?
What is your role in the Early Help Planning process?
Take time to think about
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You’ve finished the course – now it’s time to take the test!
See the next slide for contacts and links to further
information
Click here to take the East Sussex
information sharing test
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Back Main Menu Exit course
Safeguarding information &
training
Early Help Plan training
Subject Access Requests & Data Protection –
East Sussex County Council
National information
sharing guidance
Information sharing guidance
and resources
East Sussex Children Index
(ESCI)
Integrated working in
East Sussex
Contact the Index support
team
Contacts & links to further information
Click on the links below to find out more