Children Index Information sharing course

Children Index Information sharing course Use the blue buttons to move through the course Next

Welcome to the Information Sharing course • This Information Sharing course has been produced to support applications for access to the East Sussex Children Index • It aims to provide you with: • a basic overview of information sharing… • …and how it relates to integrated tools and practice such as Early Help Planning and the Children Index • links to further guidance and training • For more information about this course contact the Index support team Click here to contact the Index team Next

It’s important that you’re familiar with your organisation’s Information Governance policies and that you access the right 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. Back Next

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 • Safeguarding lead? • Line manager? • Information 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 Next Back

Contents • Why we share • Information sharing & the law • Making information sharing decisions • Sharing information safely • How we work in East Sussex • Links and contacts Next Back

Why we share Next Back Main Menu

Things that we know to be true Families are much more likely to engage with us if they trust us to respect their information and views 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 Next Back

We share because… When working alongside other services to support children or families we need all the information to provide effective support … We have concerns or ideas about a child or young person and need to share these with people who can help and to ensure that the support we are all providing is coordinated 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 Next Back

Children & families should have a voice We can help children & families to work with us by being open and honest, listening to them and valuing their input The most effective support we can give families is to enable them to meet their needs themselves Plans are more likely to work if the families they are about are on board and agree with the actions Next Back

Take time to think… 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? Next Back

Information sharing & the law Next Back Main Menu

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 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 Next Back

The law helps us It does not act as a barrier to sharing information when we need to; it helps us get the balance right by clearly outlining what we can and can’t do The two key pieces of legislation are: The Human Rights Act 1998 The Data Protection Act 1998 Next Back

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 Next Back

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 Next Back

Take time to think… 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? Next Back

Making decisions to share information Next Back Main Menu

As people working with children, our priority should be making sure a child is enabled to thrive We have a number of different ways to express this priority Child Protection Achieving the 5 outcomes Removing barriers to achievement Best Interest Promoting well-being Safeguarding Our decisions should always be based on doing what is best for the child and their family Next Back

Explicit consent Is 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. We need to make sure we seek the appropriate consent There are two types of consent It can be a signed document or conversation, but should be recorded Implicit consent This 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 Explicit consent should be regularly discussed and reviewed Next Back

Services work best when everyone involved has agreed to the intervention. However families don’t always agree, so sometimes you have to choose whose consent holds most weight. Young people over 16 can by law give or withhold consent themselves Children under 12: We usually seek their views, but consent usually needs to come from the parents or carers 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. e.g. you can work with them without the knowledge or consent of their parents (but work with the whole family when you can) 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. 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 Next Back

In some circumstances you can make a professional judgement decision to… Share when consent has been refused Share without seeking consent Sharing information when consent has been refused will normally be justified in the public interest: When a child or adult might be, or is at risk of suffering significant or serious harm place a child or adult at increased risk of significant or serious harm Consent should not be sought if seeking consent would: lead to an unjustified delay in making enquiries about allegations of 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. prejudice the prevention, detection or prosecution of a serious crime 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. Next Back

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 Next Back

Take time to think… 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? Next Back

Sharing information safely Next Back Main Menu

We share personal information Verbally (e.g. discussions with colleagues, core group meetings, phone) Through the Children Index In writing (e.g. reports, Early Help plans etc) We should apply good information sharing practice in all circumstances. Next Back

Is the environment appropriately private? When sharing information verbally think about: How much do you need to share? Are you sharing in the right environment? How can you avoid over-telling? Is there anyone who does not need to know this much information? If you have been given verbal information, have you kept a record of who told you what, so you know where information came from? Next Back

Do you know how to share written information securely? There are lots of ways to share written information: Case management systems By hand Email Memory stick Fax Post You should not share any written information unless you’re sure it’s safe and your organisation supports the method Next Back

Sending other people’s information in an unencrypted email is a bit like sending it on a postcard, anyone can read it while it’s on its way. Sensitive information should always be encrypted. Encrypting it is like sending it in a secret code which can only be deciphered at its destination In today’s day and age email seems like a quick and easy way to share But did you know that email between organisations is rarely secure? En-crypt: To alter (a file, for example) using a secret code so as to be unreadable 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. Next Back

Have you got secure walls? Are the doors in place? - Secure buildings and offices - Locked cabinets or rooms - Secure networks - Encrypted transportable devices (mobiles / laptops) • Restricted access to files & folders • Case management system log-in - Tokens & smartcards Strong passwords (regularly refreshed) 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.) Have you built a safe home for the information you keep? Next Back

Take time to think… 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? Next Back

How we work in East Sussex Next Back Main Menu

Safeguarding procedures Multi-agency meetings Early Help Planning In East Sussex we have: East Sussex Children Index Next Back

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 enables practitioners to let each other know if they are working with a child or holding a plan for them. It can only be accessed by authorised members of staff from accredited organisations. Next Back

Basic Contact details Universal services Plan Coordinator Additional involvements User functions What a Children Index record looks like: No plans or case information are held on the Children Index Back Next Back SAMPLE RECORD – FABRICATED DATA

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 Next Back

Referral and first contact Listen and understand Review and learn Agree priorities Plan The Early Help Planning cycle Next Back

Early Help Planning: Identify emerging need 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 Planning: Close the Early Help Plan indicator on the Index Early Help Planning & the Children Index The Index is the tool to help practitioners find each other and Early Help Planning is part of what they do when they meet Early Help Planning: Start the Early Help Plan process Index: Let other services know that the child no longer has an open plan & whether you are still working with them Next Back

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: Some information on the Index is sensitive Universal services (e.g. schools, GPs, etc.) are automatically shown on the Children Index. Additional services which provide a child or family with extra support need consent Ask someone who is working with them to tell them what they have added to the Children Index about them Make a subject access request to find out what their or their child’s Children Index record looks like Next Back

Information on the Index is there to guide you Make sure the family know what it is and why we use it 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 Next Back

When accessing the Children Index, think about: Does your organisation have guidelines on how, when and where you should access the system? When do you talk to families about the Index? • Is your workspace private? • Can you be overseen? • Can anyone access the • system when you leave • your desk? Next Back

During the Early Help Planning process you are gathering sensitive personal information When you receive personal information from another service 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 your Early Help Planning Families shouldn’t have to repeat their story; talk to them about their information in the plan Plans work better when everyone involved is engaged, but this is not always possible or safe This means letting them know exactly who will have access to their information Treat the information sensitively; families may find some areas hard to discuss with a new person And listening to them when they do not want information shared with a particular person Next Back

Take time to think… 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? Next Back

See the next slide for contacts and links to further information You’ve finished the course – now it’s time to take the test! If you are applying for access to the Children Index, taking this course and test is only part of the process – contact the Index support team for the full application pack. Click here to take the East Sussex information sharing test Next Back Main Menu

Contacts & links to further information Click on the links below to find out more Safeguarding information & training Early Help Planning training Integrated working in East Sussex East Sussex Children Index (ESCI) Information sharing guidance and resources National information sharing guidance Subject Access Requests & Data Protection – East Sussex County Council Contact the Index support team Back Main Menu Exit course

Children Index Information sharing course