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  • Title: Photography and Video Recording Policy Version: v7.0 Issued: September 2019 Page 1 of 18

    PHOTOGRAPHY AND VIDEO RECORDING POLICY (CAMERA POLICY)

    POLICY

    Reference CPG-CI-001

    Approving Body Consent Working Group

    Date Approved 27/09/2019

    Issue Date 30 th September 2019

    Version v7.0

    Summary of Changes from Previous Version

    Extracting written consent for medical record purposes

    Supersedes v2.0, Issued 21 st November 2016 to Review Date

    September 2019 (ext 1 )

    Document Category  Clinical

    Consultation Undertaken  Consent Working Group members

     Nursing and Midwifery Board regarding purpose/ use of Consent Form 5 only.

    Date of Completion of Equality Impact Assessment

    2.9.19

    Date of Environmental Impact Assessment (if applicable)

    n/a

    Legal and/or Accreditation Implications

    Not Applicable

    Target Audience All staff, patients, visitors at Sherwood Forest Hospitals

    Review Date September 2022

    Sponsor (Position) Medical Director

    Author (Position & Name) Chief Medical Photographer & Department Manager – Lisa McCourt

    Lead Division/ Directorate Diagnostics and Outpatients

    Lead Specialty/ Service/ Department Clinical Illustration

    Position of Person able to provide Further Guidance/Information

    Chief Medical Photographer & Department Manager

    Associated Documents/ Information Date Associated Documents/ Information was reviewed

    Recordings Consent Form – Photography, Video, Audit

    Developed with revised policy, Sept 2019

    http://sfhnet.nnotts.nhs.uk/content/showcontent.aspx?ContentId=57694

  • Title: Photography and Video Recording Policy Version: v7.0 Issued: September 2019 Page 2 of 18

    CONTENTS

    Item Title Page

    1.0 INTRODUCTION 3

    2.0 POLICY STATEMENT 3-4

    3.0 DEFINITIONS/ ABBREVIATIONS 4

    4.0 ROLES AND RESPONSIBILITIES 4-5

    5.0 APPROVAL 5

    6.0 DOCUMENT REQUIREMENTS (NARRATIVE) Clinical:

    6.1 Routine clinical photography and video recordings (recordings) for medical records and local teaching 6.2 Confidentiality and consent for clinical recordings 6.3 Photography/recordings of children and young people 6.4 Safeguarding Children 6.5 Adult patients who lack capacity 6.6 Safeguarding Adults 6.7 Deceased patients (Institute of Medical Illustrators Code of Responsible Practice) 6.8 Infant/foetus/children deaths 6.9 Recordings for which separate consent is not required 6.10 Clinical recordings for non-clinical purposes 6.11 Patient Identifiers 6.12 Retention of Images 6.13 Final disposal of images 6.14 Patient requests 6.15 Storage of recordings

    Non-Clinical: 6.16 Non-clinical recordings 6.17 Mobile phones – patients and visitors 6.18 Maternity/Neonatal – patients and visitors

    5-13

    7.0 MONITORING COMPLIANCE AND EFFECTIVENESS 14

    8.0 TRAINING AND IMPLEMENTATION 15

    9.0 IMPACT ASSESSMENTS 15

    10.0 EVIDENCE BASE (Relevant Legislation/ National Guidance) and RELATED SFHFT DOCUMENTS

    15

    11.0 KEYWORDS 15

    12.0 APPENDICES

    Appendix A Camera Policy Registration Form 16

    Appendix B Equality Impact Assessment 17-18

  • Title: Photography and Video Recording Policy Version: v7.0 Issued: September 2019 Page 3 of 18

    1.0 INTRODUCTION This policy has been written to:

     give direction to all staff in relation to the use of recording equipment

     ensure good practice in protection of patient confidentiality and identity with the production of recordings

     protect trust staff from complaints or legal proceedings

     raise staff awareness of their responsibilities regarding recordings

     prevent misuse of any recordings

     ensure recordings are safeguarded and removed from the trust only with permission

     ensure, where relevant, that recordings form part of the patient’s confidential medical record

     ensure that anyone who makes clinical recordings signs up to this policy as an authorised user. The trust may take disciplinary action against anyone who breaches this policy.

    It is against trust policy and is not acceptable to use any personal ‘devices’ for taking clinical recordings. (See 5.14). If anyone (staff/patient/visitor/other) is seen to have taken clinical recordings on any device other than a camera registered with the Clinical Illustration department, it must be reported as a clinical incident. 2.0 POLICY STATEMENT The trust has adopted the policy that verbal consent for clinical recordings which are to form part of the patient’s medical record is obtained in all cases. Where recordings are for clinical purposes, please read this policy in conjunction with the ‘Policy for consent to examination, treatment and care’ (consent policy). Aims

     The work on using and protecting patient information (as specified in the guidance in accordance with the Caldicott Guardian) demands that use of patient identifiers in accordance with information about them should be reviewed and justified.

     This has included a review of the way patients are identified when recordings are generated and how consent for recordings should be sought.

     Ensure good practice in the use and protection of person identifiable information associated with the production of recordings generated by the trust.

    Objectives

     Staff awareness of their responsibilities regarding the production of recordings.

     Ensure appropriate informed consent is obtained in order to produce recordings.

     Specify appropriate ways to identify the patient/person represented in the recordings.

     Ensure the correct production, use, storage and destruction of recordings of patients/people.

  • Title: Photography and Video Recording Policy Version: v7.0 Issued: September 2019 Page 4 of 18

    This clinical document applies to: Staff group(s)

     All employees of Sherwood Forest Hospitals NHS Foundation Trust (the trust) and non-NHS bodies requesting, taking or storing photographic or video recordings.

    Staff

     Staff being photographed/ filmed for promotional material, magazines, website. Clinical area(s)

     Trust-wide. Patients

     All patients requiring recordings as part of their episode of care. Visitors

     Any other person on trust premises. 3.0 DEFINITIONS/ ABBREVIATIONS

    The trust Sherwood Forest Hospitals NHS Foundation Trust.

    Staff Employees of the trust including those managed by a third party/organisation on behalf of the trust.

    Clinician Doctor, nurse, allied health professional.

    Recording(s) Any form of media: e.g. - any image captured either digital or conventional, photograph, film, audio.

    Recording equipment

    Any form of media: e.g. - any device (such as camera or video recorder) used to make recordings.

    Photographs and recordings

    Can be conventional or digital at the time they are made.

    Personal device(s)

    Any form of device, electronic or conventional, used to make recordings

    4.0 ROLES AND RESPONSIBILITIES Author:

     Review and maintain this policy by the review date or earlier in the light of new evidence.

    Clinical Illustration:

     Prior to all recordings, ensure patient identifiable information is confirmed with the patient.

     Once photographed, document in the patient’s medical record. Clinician (doctor, nurse, allied health professional)

     Explain the purpose of the recordings to the patient.

     Document in the patient’s medical record.

     Written consent must be sought for other purposes than the medical record, even if the patient is not identifiable, as per the GMC’s guidance on confidentiality. (see the trust’s Consent Policy).

  • Title: Photography and Video Recording Policy Version: v7.0 Issued: September 2019 Page 5 of 18

    Caldicott Guardian:

     Provide advice for staff who want to seek further consent for using existing recordings.

    Medical Photographers:

     The responsibility for their own recordings.

     Have full comprehension of this policy and ensure they adhere to it in all areas. All staff:

     The responsibility to challenge a person if appropriate consent is not sought and/or the device is inappropriate and report it as a clinical incident if required.

    5.0 APPROVAL Following consultation this policy (v3.0) has been approved by the trust’s Consent Group. 6.0 DOCUMENT REQUIREMENTS (NARRATIVE) Clinical 6.1 Routine clinical photography and video recordings (recordings) for medical

    records

    Where the need has been identified for taking recordings as part of a patient’s episode of care, the patient should be referred to the Clinical Illustration Department.

    An outpatient service is offered 8.30am-noon and 1-4.30pm weekdays. The department should be informed beforehand if patients are being referred. Recordings needed on wards or departments can usually be arranged on the day of request. Contact the d