Exam Pass Notes

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Core Confidentiality Principles

• Confidential information includes appointments, contact details, medicines, test results, messages and other clues that could identify someone.
• Only access, use or share patient information when it is required for a legitimate work task.
• Share or record only the minimum information needed to complete the task.
• Do not discuss identifiable patients in public areas or in casual conversation.

Identity, Authority and Disclosure

• Confirm a caller's or visitor's identity before discussing any patient information.
• Check that the person has authority before sharing details with relatives, carers, employers or other third parties.
• Knowing personal facts about a patient does not prove authority to receive information.
• Decline informal requests for information and direct requesters to the approved practice routes for disclosure.

Front Desk, Telephone and Messaging

• Take steps to protect privacy at the desk, during calls and when leaving messages.
• Use the approved SMS, email and online messaging systems and follow provided templates.
• Check safe-contact notes and communication preferences before sending messages or leaving voicemails.
• Avoid sending sensitive information by digital routes unless you have confirmed it is appropriate and secure.

Records, Incidents and Culture

• Make reception notes accurate, factual and limited to what is needed for care or administration.
• Avoid judgemental labels; record what was observed and what action was taken.
• Report messages sent to the wrong recipient, incorrect record entries and any unauthorised disclosures without delay.
• If you are unsure about sharing information, escalate the query rather than guessing.