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Records and Communication. From
initial application to the completion of any subsequent placement, Hayfield
Support Services will maintain a confidential, personal file on each service
user. This file contains
information in both written and computerised formats. Hayfield
is registered under the “Data Protection Act”, and all record keeping
activity is operated within the strictures of this legislation. Information
about service users is obtained from both internal and external sources.
All such information is regarded with the same degree of confidentiality. Hayfield
acknowledges the rights accorded to service users as outlined in the “Access
to Information” legislation, and persons with Autism as set out in the
European Charter. Individual
assessment and review reports produced by Hayfield staff are made available to
service users, representatives of the referring authority and, where
appropriate, their carers / advocates. Service
users are encouraged to participate in the drafting of individual reports, and
to ensure the accuracy of information provided for personal files. Prior
to admission the referring authority will be required to submit details of the
prospective services users personal, family and social background, including
details of any evidence of challenging behaviour and how this has been dealt
with. The application will also
require an up-to-date medical report from the service user’s GP and / or
Psychiatrist. Each
residential facility within Hayfield is required to keep daily notes, in which
staff record relevant information about each resident.
Residents have a right of access to any information recorded about them
in this way. Each
day care instructor maintains an individual programme of activity for each
service user in their group. Each service user has a copy of their individual
programme. Hayfield
staff are required to complete a standard ‘Medical Appointment Report’ on
each and every occasion when a service user has contact with medical or
associated services. These reports
are retained in the individual service users case file. Hayfield
staff are required to complete a standard ‘Incident Report’ on each occasion
when a service user is involved in an unusual situation, or one involving
challenging behaviour. These
reports are copied to other staff, and are retained in the individual service
user’s case file. Information
from these reports will be used in the formulation of 'Care Plans' and 'Risk
Assessments'. Line
managers have a responsibility to ensure that all relevant information is
exchanged between residential and day care staff.
This can be done by written or computer
communication, or by personal contact. Individual
service users have the right to choose whether to take responsibility for their
own finances or have them administered by staff.
All staff accepting such responsibility must maintain accounting records
for each individual service user, and these must be regularly checked by line
managers, to prevent financial abuse. As an organisation, Hayfield Support Services retains all service user files. When an ex-service user has died, their file is destroyed.
June 2005 |
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