GUIDANCE TO ENSURE COMPLIANCE WITH NATIONAL AND TRUST POLICY

BEFORE YOU USE WHATSAPP FOR CLINICAL COMMUNICATION

During the Covid-19 pandemic we are allowing staff who have Trust smartphones to access WhatsApp to make video contact with patients.

The above policy also allows staff to use their personal mobiles to whatsApp should you be willing to.

To ensure your safety and privacy please note:

• Your WhatsApp image will be seen, you are advised to remove it. If you choose to keep it please make sure it’s a suitable image.

• Your mobile number is shown and can’t be withheld therefore the person you are calling with be able to see your number.

• If you want to disable your presence (so people can’t see when you’ve last been on WhatsApp), go to Account Privacy Last seen and select as appropriate. There are also options in this screen to change who can see your profile picture too.

• You should ensure your smartphone is connected to your home Wi-Fi before you look to commence a call with anyone, to ensure it doesn’t use your data.

Your Record Keeping responsibilities

• Information on a voice or video call via WhatsApp is not retrievable for records

purposes although it does form part of the clinical record and should be fully documented as with any other intervention according to the Trust Record Keeping Policy, which can be found on the intranet.

• If you do engage in a written message with anyone on WhatsApp you should ensure you delete the message trail after you have updated their record on SystmOne.

PAGE LEFT INTENTIONALLY BLANK How to install WhatsAppAndroid• Open the Playstore on your mobile phone.

• Click on the search bar at the top and search for WhatsApp.

• Click on WhatsApp and then press install which will install the App.

• Open the app once installed and agree to the conditions when they pop up on screen.

• Enter your mobile number so you can register your account against this number.

• WhatsApp will then send a text to your phone to verify your number. This should be automatically detected by WhatsApp, if not you will need to enter this manually by opening the text, check the code and then type this in the box on WhatsApp.

• Once verified, you will need to enter your name to finish registering your account. After this step your account will be completed.

How to install WhatsAppApple/iOS• Open the App store on your mobile phone.

• Click on the search option at the bottom and search for WhatsApp.

• Click on WhatsApp and then press get which will install the App. You may need to enter your personal iTunes password to complete the installation. Once installed, press open to launch the app and start the set up.

• Open the app once installed and agree to the conditions when they pop up on screen.

• Enter your mobile number so you can register your account against this number.

• WhatsApp will then send a text to your phone to verify your number. This should be automatically detected by WhatsApp, if not you will need to enter this manually by opening the text, check the code and then type this in the box on WhatsApp.

• Once verified, you will need to enter your name to finish registering your account. After this step your account will be completed.

How to use WhatsApp Starting a new chat and sending a message

• Open WhatsApp and click the button at the bottom that says start a chat.

• This will take you to a page with contacts and it may suggest some contacts based on people who use WhatsApp that you have added as contacts in your phones contact list. You can click on a contact to start a chat with that person or you can select the option at the top to create a new group chat where you can add multiple people into the same chat.

• Once you have clicked on the person you wish to chat to, this will open a chat window where you can type a message using the keyboard and then press the green arrow to send this.

Answering a Video/Voice call via WhatsApp - Android

If someone tries to voice call you via WhatsApp this will come through to your phone in a similar way to how a normal phone call would. You will need to swipe on the green button with the phone picture on it, as seen below to answer this and then you will be able to hear the person just like a normal phone call.

If someone tries to video call you via WhatsApp this will come through to your phone in a similar way to how a normal phone call would. You will need to swipe on the blue button with the camera picture on it, as seen below, to answer this and then you will be able to see and hear the person on screen.

Answering a Video/Voice call via WhatsApp – Apple/iOS

If someone tries to voice call you via WhatsApp this will come through to your phone in a similar way to how a normal phone call would. You will need to swipe on the green button with the phone picture on it, as seen below, to answer this and then you will be able to hear the person just like a normal phone call.

If someone tries to video call you via WhatsApp this will come through to your phone in a similar way to how a normal phone call would. You will need to swipe on the blue button with the camera picture on it, as seen below to answer this and then you will be able to see and hear the person on screen.