Purpose, Necessity, and Minimum Information

The first three Caldicott principles ask whether the use of confidential information is justified, whether identifiable information is necessary, and whether only the minimum required data are used. They are particularly helpful when routine tasks proceed without anyone checking what is actually needed.

Dental nurses encounter these choices in referral forms, lab slips, clinical photographs, messages, appointment lists, medical histories, safeguarding notes, and handovers. Sometimes the full record is required, but often it is not. For example, a laboratory may only need shade, material, prescription details and a patient identifier; reception may need only enough information to confirm an appointment.

Practical checks

• Is there a clear care, safety, administrative, legal, or contractual purpose?
• Can the task be completed without identifying the patient?
• Is every item of information relevant to the task?
• Would the patient reasonably understand why this information is being used?
• Has the use been recorded or routed according to practice policy?

Helping a colleague does not require sharing everything. It may mean identifying the smallest safe set of information or asking the dentist to specify the clinical details needed.

Data minimisation and documentation

Before using or sharing confidential information, check that the purpose is clear, that identification is necessary, and that the amount of information is proportionate.