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.
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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.
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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.
