Data security top tips and case studies

Keeping patient data secure is essential for every community pharmacy. With more services being delivered in pharmacies, it’s important for pharmacy owners and teams to follow best practices for data protection and cyber security.

This page brings together practical tips and guidance from Community Pharmacy England, the NHS, and the Information Commissioner’s Office (ICO).

Community Pharmacy England and NHS guidance

• Cyber security tips factsheet – Read the IT factsheet
• Ten steps to data and cyber security – Read the briefing

ICO research and recommendations

The ICO is the UK regulator for data protection. It ensures compliance with the Data Protection Act and promotes good practice in handling information.

The ICO carried out voluntary visits and surveys with community pharmacies across England, Scotland, and Wales. Their research focused on:

• Information governance and security
• Data protection on public-facing websites
• Staff training and awareness
• Fair processing for customers
• Records management and data disposal
• Use of portable media devices
• Transmission of personal and sensitive data

What the ICO found

Pharmacy teams generally understand the importance of keeping personal data safe and are motivated to do so. However, the ICO highlighted areas for improvement and shared practical tips:

Training

• Provide regular, ongoing training for all staff handling sensitive information
• Include confidentiality and information security in IG training

IT

• Make sure your website explains how both the site and the pharmacy use personal data
• Keep software up to date on all devices processing sensitive data
• If fax machines are still used, apply “Safe Haven” procedures for security
• Use individual logins for systems with patient data to maintain audit trails
• Smartcards must only be used by their registered holder

Policies and procedures

• Put clear policies in place to:
  • Control removal of personal data from the pharmacy
  • Monitor staff compliance
• Make policies easy for staff to access and refer to

Return to the Pharmacy IT hub

For more information on this topic please email it@cpe.org.uk