About DCR / Patient/client enquiries
About DCR
How up to date is the information in the Dorset Care Record?
The information comes directly from the acute hospitals and GP surgeries in real time so should be the most up to date information available. For all other information, where possible this will be real time but if not, at the least will be updated overnight.
How far back do the records in the DCR go?
The records go back as far as the source system goes.
Where is DCR information stored? How secure is it?
The DCR solution is provided by global healthcare company Orion Health, which also looks after a number of other care records across the UK.
There are a range of safeguards in place including:
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- Access Control, Authentication and Management of users
- Password, account and privacy policies
- Password encryption
- Session Management and Activity timeout
- Audit logs
- Patient Privacy and Levels of consent
- Controlled access limited to approved IP addresses
Orion Health access is governed by an Information Security Management System that has been independently certified as compliant with the requirements of ISO/IEC 27001:2013 for the provision of Health Integration Software.
All access to information is via a highly secure access portal limited to approved NHS and Local Authority health and social care professionals.
All data is hosted in a secure datacentre, and all data is encrypted from database to browser.
Why do community pharmacies have access to the DCR?
Pharmacists working in community pharmacies have an important role to play in ensuring there is safe use of medicines, particularly after discharge from hospital. Access to the DCR will enable them to quickly check if medicines have changed or stopped and help prevent harm.
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What should I do if a patient/client informs me that they have changed address, and their new address is showing in my system but not displaying correctly in the DCR?
If your system, for example PAS, RiO etc. is showing the correct information but the information showing in the DCR is wrong, then it is pulling the information from another system and you will need to email the System Manager to resolve this dcrsystemadmin@dorsetcouncil.gov.uk. You cannot update the information on the DCR portal directly.
Will I still have to use my current system?
Yes – Please continue to use your current system. The DCR is for when you need more information about a person that you wouldn’t have on your system and is read only.
Where can I find information on alerts?
Alerts will be coming in from partners and displayed in the banner apart from GP alerts which will be in the GP summary page. These could be allergies, medications, environmental issues (dangerous dogs etc).
Can I see the record for a deceased person?
Yes – please include deceased patients in your search filters and this information will go back 8 years.
Can I access information in DCR as part of a death review? Can I share it in a synopsis for the panel to be able to understand learning?
No, it would not be appropriate to use DCR for a death review. The purpose of DCR is for the provision of direct care which we cannot provide when the patient is deceased. You would need to contact the source organisations to obtain the information you need to conduct the review.
Why does the GP record gets closed after they are deceased?
The GP practice stops sharing the records for a deceased person as they are no longer needed for the provision of direct care.
I have some feedback about how the system is working or what information would be really useful. Who do I contact?
Please email us at dorsetcarerecord@dorsetcouncil.gov.uk or call us 0345 200 0026.
What do I do if I can see more information in the DCR than my role allows?
It’s important to only look at information relevant to your role, even if your access to the DCR allows you to view information outside your role or expertise.
Can I print from the DCR?
You should not print any information or take any screenshots as this creates risks around data security.
Can I update the data in the DCR?
The DCR is a read-only platform, with no capability for altering the data.
Does the DCR replace my current system?
The DCR is a read-only platform, with no capability for altering the data.
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A patient/client wants to opt out of the system. What should I do?
You should explain to them that opting out means that their record is not available to view to any staff, even in a medical emergency. Outline to them the benefits of having a shared care record – they only need to tell their story once; their record is only viewed by the staff who need to see it; sharing their information via the DCR is quicker, easier and more complete, which helps to get the right treatment at the right time, especially in an emergency situation; the information in the DCR is safe and secure under the UK GDPR and Data Protection Act 2018.
Please ensure that they have access to the DCR Opt Out online form and reassure them that they can change their mind at any time and opt back in by contacting the DCR Data Protection Officer.
A patient/client has requested to see their own record to remind themselves of details of previous treatment and medications. Who should they contact?
They need to contact the individual organisations such as the GP surgery or hospital. They should ask to speak to a data protection representative from that organisation. You can find more information on this under the DCR System Privacy Notice at DCR Privacy Notice and Data Protection – Dorset Care Record.
A patient/client has requested to see who has had access to their record. Who should they contact?
If a member of public would like to know which organisation has accessed their record they should make the request to dcr.dpo@dorsetcouncil.gov.uk
What happens if a patient wants to give responsibility to another adult to opt them out of the DCR?
This is possible. The person acting as a representative can opt an individual out but they would need to confirm that the individual lacks capacity and that they have authority to act on their behalf. You should highlight that the DCR Data Protection Officer may ask for evidence of authority.
Do I need a patient/client’s consent to access their DCR record?
No you don’t but it is important to be transparent and inform them whenever possible. Sharing information in the DCR is based on implied consent. People expect professionals to share information with other members of the care team, who need to cooperate to provide a seamless, integrated service. The information being shared or accessed is to provide or support the individual’s direct care and the information is shared in confidence. The Dorset Care Record public website explains to patients/clients how their information will be used and that they have the right to object.
Interweave Queries
- Why is the DCR moving to the Interweave platform?
- What changes can users expect?
- How will the transition affect daily operations?
- What support is available?
- How can I access training materials?
- What should I do if I encounter issues during the transition?
- Can I provide feedback about the new platform?
- Will there be any changes to user permissions or access levels?
- I’ve already completed my mandatory training for the DCR for the current (OH) platform, Will I need to re-do my training?
- I am a new DCR user, what training will I have to complete?
- How does this transition impact interoperability with CHIE (Care and Health Information Exchange)?
Why is the DCR moving to the Interweave platform?
Currently the DCR is using Orion Health’s data platform, and this has been the case since its inception in March 2018. The contract with Orion Health is due to finish in March 2026 and thus the DCR needs a new technology partner. This will constitute the first phase of the transition to the Interweave platform and will seek to replicate the data that is in the current DCR on the Orion Health platform, with the scope limited to the ingestion and display of broadly the same information. By moving to the new platform, there is no change to benefits to patients and staff involved in their care expected initially/during the first phase beyond an improvement in the experience of staff.
What changes can users expect?
During the initial transition to Interweave, the core content will be the same as the current system, but the look and feel will be different.
How will the transition affect daily operations?
There may be brief periods of during the transition, but efforts will be made to minimise disruption and we will let colleagues/partners know ahead of downtime.
What support is available?
Training sessions, helpdesk services, and online resources will be provided to ensure a smooth transition.
What should I do if I encounter issues during the transition?
If you encounter any issues, please contact the Dorset Care Record at DcrSystemAdmin@dorsetcouncil.gov.uk. The helpdesk will be available to assist with any problems.
Can I provide feedback about the new platform?
Yes, feedback is highly encouraged. Please contact DcrSystemAdmin@dorsetcouncil.gov.uk – your input will help us improve the platform and address any concerns.
I’ve already completed my mandatory training to the DCR for the current (OH) platform, Will I need to re-do my training?
No, you will not be required to re-do the DCR mandatory training. However, you will be expected to watch the brief demo/walkthrough video of the new DCR platform to familiarise yourself with the new DCR. There will also be opportunities to attend webinars if that’s preferred. The training webpage will also provide user guides to help you make the most of the DCR.
I am a new user, what training will I have to complete?
All new users that have not completed the mandatory training will be required to complete training in order to have access to a DCR account.
How does this impact DCR interoperability with CHIE (Care and Health Information Exchange)?
Interop will not be part of the initial transfer between Orion and Interweave, it may be implemented in the future but for now it is not included.
