Collaborative Care Record

The Collaborative Care Record (CCR), sometimes called the Shared Care Record, helps health and social care staff see the most up-to-date information about you. This means professionals involved in your care can see important information more quickly so they can give you better, safer and more joined-up care.

 

Health and care organisations in these areas take part in the CCR:

• Coventry and Warwickshire,
• Birmingham and Solihull,
• Herefordshire and Worcestershire.

 

These organisations include:

• GP practices,
• hospitals,
• ambulance services, including NHS 111 and 999 where needed,
• community services,
• mental health services,
• social care services,
• urgent care providers,
• prison healthcare,
• drug and alcohol services.

 

All partner organisations must keep your information confidential and follow the law, including the Data Protection Act 2018 and UK GDPR. Each organisation is registered with the Information Commissioner’s Office (ICO). Each organisation is responsible for the information it shares and views through the CCR. Together, the organisations act as joint data controllers for information used through the CCR.

 

This privacy notice explains:

• how your information is used,
• why it is used,
• who can see it,
• your rights.

Health and social care professionals use the CCR to support your care. This helps because:

• you do not have to repeat the same information every time you get care,
• staff can see important details such as your medicines and allergies,
• staff can make safer decisions by seeing recent test results, scans, letters and other records,
• health professionals can understand any social care support you receive,
• you may get care more quickly because staff do not need to wait for information to be sent by phone, letter or email,
• your care can be better joined up across different organisations.

The CCR does not change your records. It lets authorised staff view information from different systems in one place.

Staff will only see information that is relevant to your care, and only if they are involved in your care.

 

Healthcare information

This may include:

• your basic details, such as your name, address, date of birth and NHS number,
• contact details for someone to reach in an emergency,
• details about your health and care, including conditions, treatment, operations, medicines and allergies,
• information about appointments, hospital visits and other care you have received,
• test results, scans and clinical reports,
• letters and documents about your care, such as discharge summaries, care plans and referrals,
• relevant risks, alerts and safeguarding information,
• other important information needed for your care, such as maternity information, Mental Health Act status, or end of life preferences.

 

Social care information

This may include:

• your basic details, such as your name, address, date of birth and NHS number,
• contact details for someone to reach in an emergency,
• social care assessment information,
• details of the care and support you receive, including care providers and services used,
• medicines and health information that are relevant to your care,
• appointments and summaries of care received from other services,
• relevant safeguarding information,
• other important information needed for your care, such as end of life preferences.

Each partner organisation is responsible for the information it makes available, or views, through the CCR.

 

The law allows health and care organisations to use your information through the CCR for the following reasons:

• to provide health and social care,
• to protect someone’s vital interests in an emergency or life or death situation,
• to safeguard children and vulnerable adults.

This is under UK GDPR and the Data Protection Act 2018.

Only authorised health and social care professionals who are involved in your care can view your information through the CCR.

 

A full list of partner organisations is available on the Birmingham and Solihull Integrated Care System Shared Care Record site.

Partner organisations must keep your information safe and confidential. They do this by making sure that:

• only authorised staff can view your information,
• staff can only view information when they need it for your care,
• staff are trained to handle personal information safely,
• systems are protected by security controls, such as passwords and access checks,
• access is monitored and recorded,
• any inappropriate access can be investigated,
• partner organisations follow NHS information governance and security requirements.

The CCR does not allow staff to change your records. It only allows authorised staff to view information that is needed to support your care.

Each partner organisation keeps its own records in line with the Records Management Code of Practice for Health and Social Care.

 

The CCR does not keep your full health or social care record.

 

It only makes information available for professionals to view when needed for your care.

 

If you choose to object to your information being shared through the CCR, a small amount of information will still be kept, such as your name, date of birth and NHS number. This is only so your objection can be recorded and followed.

 

If you have objected, professionals using the CCR will not be able to see your shared record. They will only be able to see the information held on their own organisation’s system.

You have the right to:

• object to your information being made available through the CCR,
• ask to see the personal information an organisation holds about you,
• ask for incorrect information to be corrected,
• complain if you are unhappy with how your information is being used.

 

If you want to see your records or ask for information to be corrected, you should contact the health or care organisation that holds that record.

 

 

Your right to object

You can object to your information being made available through the CCR.

 

You can find out how to do this on the Birmingham and Solihull Integrated Care System Shared Care Record site.

 

 

Children and young people

If you are 16 or over, you can object yourself.

 

If you are aged 13 to 15, we will usually need a person with parental responsibility to sign on your behalf. If they do not, we may ask a health or care professional whether you are able to make this decision yourself.

 

If you are under 13, a person with parental responsibility must sign on your behalf.

If you are unhappy with the way your information is handled, you can contact your health or care provider first and ask them to review the decision.

If you are still unhappy, you can complain to the Information Commissioner’s Office:

Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF.

• Telephone: 0303 123 1113
• Telephone: 01625 545 745
• Fax: 01625 524 510
• Email: casework@ico.org.uk