i. What their key operational services are,

ii. What technologies and services their operational services rely on to remain available and secure,

iii. What other dependencies the operational services have (power, cooling, data, people etc.),

iv. The impact of loss of availability of the service.

Understanding Health and Care Services Provided by [Organization Name]

I. Key Operational Services:

[Provide a comprehensive list of the key operational services offered by the organization. These services are at the core of the organization’s mission and activities. For example:]

1. Patient Care: Delivering medical care, diagnosis, and treatment to patients.
2. Prescription Management: Ensuring the accurate dispensing of medications to patients.
3. Medical Records Management: Maintaining and safeguarding patient health records.
4. Appointment Scheduling: Facilitating patient appointments with healthcare professionals.

II. Technologies and Services Dependencies:

[Detail the technologies and services that are crucial for the availability and security of the key operational services. For example:]

1. Electronic Health Records (EHR) System: A secure EHR system is essential for managing patient data and ensuring its availability to healthcare providers.
2. Pharmacy Management Software: Reliable software for prescription management, inventory control, and patient interactions.
3. Telecommunication Infrastructure: Ensuring a stable network for telehealth services and communication between healthcare providers.
4. Cybersecurity Solutions: Implementing robust cybersecurity measures to protect patient data and maintain service availability.

III. Other Dependencies:

[Identify other dependencies beyond technology that are critical for operational services. These may include power, cooling, personnel, and more. For example:]

1. Power Supply: Reliable and uninterrupted power is necessary to run medical equipment, computers, and communication systems.
2. Cooling and Environmental Controls: Maintaining suitable environmental conditions for sensitive equipment and medication storage.
3. Qualified Healthcare Staff: Having a skilled and adequately staffed healthcare team to deliver patient care and manage operations.
4. Supply Chain Management: Ensuring a steady supply of medications, medical equipment, and other essential materials.

IV. Impact of Loss of Availability of the Service:

[Describe the potential consequences and impact on patients, staff, and the organization if the key operational services become unavailable. This may include:]

1. Patient Safety: Disruption in healthcare services may jeopardize patient safety and well-being.
2. Data Security: A loss of availability can lead to data breaches and compromise patient privacy.
3. Reputation Damage: Service unavailability can harm the organization’s reputation and trust among patients and stakeholders.
4. Financial Implications: Loss of revenue, fines, and legal liabilities resulting from service unavailability.
5. Operational Disruption: Delays in patient care, appointment cancellations, and increased workload on staff.

[Include any additional information specific to your organization’s services and dependencies.]

This document serves as a foundational understanding of the critical elements related to health and care services provided by [Organization Name]. It highlights the importance of safeguarding these services, their dependencies, and the potential impact of service unavailability on patient care and the organization’s overall performance.

• Pharmacy Name: [Your Pharmacy Name]
• Date of Analysis: [Date]

2. Objectives:

• To assess the current knowledge and skills of pharmacy staff regarding data security and protection.
• To identify gaps in knowledge and skills.
• To determine the specific training needs required to enhance data security and protection.

3. Data Collection:

A. Staff Roles and Responsibilities:

• List all job roles within the pharmacy.
• Describe the responsibilities of each role regarding data security and protection.

B. Skill Assessment:

• Conduct an initial assessment of each employee’s knowledge and skills related to data security and protection.

4. Identify Training Needs:

A. Training Objectives:

• Define clear training objectives for data security and protection. These objectives should align with the pharmacy’s compliance requirements and best practices.

B. Training Topics:

• List the key areas of data security and protection that are relevant to the pharmacy setting, such as patient data protection, secure handling of prescriptions, and cybersecurity.

C. Training Gaps:

• Based on the skill assessment, identify the gaps in knowledge and skills of employees in each of the training topics.

D. Prioritize Training Needs:

• Prioritize the identified training needs based on the level of risk and importance to the pharmacy’s operations and compliance.

5. Training Methods:

• Identify the most suitable training methods for each topic and audience. These may include:
  • In-person training sessions
  • Online courses or modules
  • Workshops or seminars
  • On-the-job training
  • Self-paced learning materials

6. Training Plan:

A. Training Schedule:

• Create a training schedule that outlines when and how often each training session will be conducted.

B. Training Materials:

• Develop or source training materials, including presentations, handouts, and digital resources, for each training topic.

C. Trainers or Facilitators:

• Identify who will deliver the training sessions, whether it’s internal trainers, external experts, or a combination.

7. Evaluation:

A. Pre-Training Assessment:

• Conduct a pre-training assessment to measure participants’ baseline knowledge before the training.

B. Training Delivery:

• Ensure that training sessions are delivered as planned and that participants actively engage in the learning process.

C. Post-Training Assessment:

• Conduct post-training assessments to evaluate the effectiveness of the training in addressing identified gaps.

D. Feedback and Improvement:

• Gather feedback from participants and trainers to make improvements to the training program for future sessions.

8. Monitoring and Continuous Improvement:

• Establish a system for ongoing monitoring of data security and protection practices in the pharmacy.
• Regularly review and update the training program to adapt to evolving threats and regulatory changes.

9. Conclusion:

• Summarize the key findings from the TNA and the proposed training plan to enhance data security and protection within the pharmacy.

10. Approval and Implementation:

• Seek approval from pharmacy management or relevant authorities to implement the training plan.

We process your personal data, which includes your name, contact details, prescription medicines and data from other pharmacy and health care services we provide to you (for example pharmacy medicines, pharmacy services, flu vaccinations) for the purposes of:

Your care: providing pharmacy services and care to you and, as appropriate, sharing your information with your GP and others in the wider NHS

Our payments: sharing your information with the NHS Business Services Authority, others in the wider NHS and sometimes local authorities, and only limited information to those external to the NHS who negotiate and check the accuracy of our payments

Management: sharing only limited information with the NHS Business Services Authority and others in the wider NHS and sometimes local authorities, as well as those external to the NHS who ensure we maintain appropriate professional and service standards and that your declarations and ours are accurate.

We hold your information for as long as advised by the NHS. You have a right to a copy of the information we hold about you, generally without charge. You may seek to correct any inaccurate information.

We process your personal data in the performance of a task in the public interest, for the provision of healthcare and treatment and the management of healthcare systems. A pharmacist is responsible for the confidentiality of your information. You may object to us holding your information. You may also lodge a complaint with the Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Please ask if you want more information.

Our Data Protection Officer is (name and contact details)

If you are a distance-selling pharmacy attached to a private high street-based, pharmacy, the GPhC may want to inspect your premises to ensure that you are not offering face-to-face NHS essential services to the public. In this case, a risk assessment of P medicine sales would be essential. Creating one requires a deep understanding of the local regulations, pharmacy operations, and the specific risks associated with the sale of Pharmacy Only (P) medicines. Here’s a simplified outline to guide you:

1. Identification of Risks:
   • Expiry date check
   • Incorrect Dispensing
   • Pharmacist Sale Approval
   • Miscommunication about medicine usage
   • Adverse reactions or interactions
2. Analysis of Risks:
   • Likelihood of occurrence
   • Potential impact
3. Evaluation of Risks:
   • Tolerability
   • Priority for addressing
4. Mitigation Strategies:
   • Staff training and certification
   • Clear procedures for the sale of P medicines
   • Patient counseling
   • Proper signage and information
   • Systems for verifying patient details and medicine details
5. Monitoring and Review:
   • Regular audits
   • Feedback collection from staff and patients
   • Review of adverse incidents
6. Documentation:
   • Recording all identified risks, analysis, mitigation strategies, and reviews
7. Compliance with GPhC Standards:
   • Ensuring all processes comply with the General Pharmaceutical Council (GPhC) standards and other relevant regulations.

This outline is quite general and should be tailored to the specific circumstances of the pharmacy in question. Consulting with a legal professional or a pharmacy consultant with experience in UK regulations is advisable for a thorough risk assessment. If you would like to get in contact with one please drop us a line.