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# HILIS Data System

WARNING: Use of the HILIS data system has serious legal implications. You must be aware of the terms and conditions outlined below before using them.

I understand and accept these terms and conditions and thereby my restrictions of usage and personal culpability

Application for HILIS user account: »

HMDS web-site: www.hmds.info

Contact: hmds.lth@nhs.net or 0113 206 7851 for assistance.

## Access to system

All users must accept the agreement which comes with this guidance. Employees may use the HILIS data system only if they are issued with an authorised password. Unauthorised sharing of passwords is prohibited. Do not write your password down. The system administrator maintains a list of authorised users, and all login attempts, successful and otherwise are recorded.

## How information from the system should be used

The Leeds Hospitals Trust is registered under the Data Protection Act to use the information for the health care of individuals and for administration only. Employees must not disclose information to organisations or individuals for any other reason.

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## Disclosures of information

The medical data of patients must only be disclosed for the purposes of health care or administration. The consent of the patient is required for anything else. Consent is required for research.

## Enquiries about patient data

Check the identity of the enquirer and make sure the person is entitled to the information. Enquiries from outside the Trust, such as from relatives or from other organisations, need particular attention.

Employees are unlikely to be criticised for refusing to disclose information when there is a genuine doubt. On the other hand a hasty, illegal disclosure could result in disciplinary action.

If you are unsure about whether to disclose information then seek advice. Ask your line manager or contact the system administrator. A good rule of thumb is to disclose information on a 'need to know' basis only.

## Access to the Internet

If you have access to the Internet, you should have already signed an Internet Access Agreement with your local hospital. Restrictions on how you may use data applies equally to electronic data and to printed data. Sending computerised or printed health records without consent to some countries outside Europe contravenes Data Protection law.

## Security measures

It is the duty of all staff handling computerised patient data to protect it. Security measures such as keeping the office locked and not leaving screens switched on and unattended must be employed. Unintentional disclosures would still be a breach of the Data Protection Act.Superfluous computer printouts of personal medical data must be destroyed and not used as scribbling pads.

## Further information & advice

Further information or advice on Data Protection matters can be obtained by contacting the Trust's Data Protection Officer on 0113 392 6936. IT Security matters will be dealt with by the IT Help Desk on 0113 392 6655.