Safe Access, Records and Data Minimisation

Maintaining patient information means keeping it available, accurate and useful for care while preventing unauthorised access or disclosure. Data minimisation means using only the information needed to complete the task; it does not justify withholding details required for safe treatment.

Dental nurses may need to check records for legitimate reasons such as preparing a surgery, confirming allergies, updating a medical history, checking an appointment, preparing referral material or responding to a patient query. Access becomes unsafe when it is driven by curiosity, convenience or another person's login.

Safe access habits

• Use your own login and lock screens when leaving a workstation.
• Open only the record needed for the task.
• Check patient identifiers before entering or using information.
• Keep paper records, printouts and forms away from public view.
• Dispose of confidential waste through the approved process.

Accuracy is part of protection. Incorrect, out-of-date information or records attached to the wrong patient can cause harm. Amend patient information using the proper process so the audit trail remains clear.

Audit trails and accountability

Data minimisation means using enough information for safe care, but no more than the task genuinely needs.