Patient records, images, optical measurements and system access

Optical practices use several types of information system: appointment bookings, clinical records, dispensing and payment systems, NHS or eligibility checks, imaging devices, referral platforms and sometimes shared-care portals. Staff should use only the systems they are authorised and trained to use.

Safe system habits

• Use your own login: never share passwords, smartcards or user accounts.
• Access only for your role: do not browse records, images or measurements out of curiosity.
• Lock screens: especially at reception, pre-screening stations, dispensing desks and shared workstations.
• Check before printing: collect printouts promptly and keep them out of public view.
• Handle images carefully: OCT scans, fundus photos and other device outputs are health information.
• Dispose securely: use confidential waste or an approved secure disposal route, not general bins.

Records and measurements still identify people

Optical measurements, prescriptions and images may look technical but can identify a patient or reveal health information when linked to a name, appointment or record number. A scan visible on a device screen, a prescription left at a till or a referral letter in a tray can expose confidential information.

Support staff should not set retention periods or system access rules alone. Follow the practice's records policy and ask a manager, registered professional or information lead if a rule is unclear.

Manager records and system responsibilities

Optical images, prescriptions and measurements are health information. Treat them as confidential even when they look technical.