How to turn off Identifiable Information fields in the service user record

What do we mean by Identifiable Information in the Star Online?

There are 4 fields included as default in the service user record:

• Forename
• Surname
• Preferred Name
• Date of Birth

As default, the Forename, Surname and Date of Birth fields are mandatory (values must be entered for the record to be saved or updated). This is because the system is designed to be highly secure and safe to store identifiable information, with extra security measures such as two-factor authentication at login.

It is also because Outcomes Star recommend the use of names within the system to support our values of being person-centred, rather than just seeing people as cases or data.

What can we do if we are not able to enter Identifiable Information into the Star Online?

There are two alternative options available at account level:

• Option 1: Fully disable Identifiable Information (Forename, Surname, Preferred Name, and Date of Birth fields are not visible).
• Option 2: Disable names only (Forename, Surname, Preferred Name are not visible; Date of Birth is visible).

When either option is chosen:

• Service User ID field is mandatory (value must be entered for the record to be saved or updated).
• The system will warn the practitioner if a service user record is created with the same ID as an existing service user record – the practitioner is then able to go to the existing record, or continue to create a new one with the same ID.
• Contact Details fields on a service user record cannot be enabled at account or service level.

Additionally, practitioners are prompted not to enter any personally identifiable data within the Service User ID field.

The option can be disabled at any time, but we recommend it being disabled immediately after account activation and before any data has been entered by practitioners. This is because of the considerations set out below.

What are the considerations of Option 1 and Option 2?

• If the account already has service user records set up, each record will need to have a value in the Service User ID field before either option can be chosen.
• Choosing either option will permanently delete the Forename, Surname, Preferred Name data for all records in that account – this is not reversible.
• Choosing Option 1 will also permanently delete the Date of Birth data for all records in that account – this is not reversible.
• By only using the Service User ID field to identify the record, the risk of duplication (the same service user having more than one record) is increased – the system will warn the practitioner if the same ID is used more than once, but it will not prevent multiple records being created with the same ID.
• Searching for specific service users from the records list may be more difficult as the search criteria will need to match the Service User ID.
• Mistyping in the Service User ID field when creating or updating a record may mean it is then ‘lost’ or hard to find for the practitioner.
• If Option 1 is chosen, filtering by Age will not work within Reports.

Although either option will disable the key fields likely to store identifiable information about a service user, an organisation will also need to create and enforce their own guidance around how other fields in the Star Online should be used. This is because:

• There are other free text fields in that system that cannot be disabled, and where names could be entered even though the user is not directed by the system to do so. This includes Star Notes and the Service User ID field itself (organisations use IDs with alphabetical characters and so we cannot prevent text being entered altogether.)
• The system allows users to upload a file as part of entering a Star from paper, and the file could contain identifiable personal data. This currently cannot be disabled.

Organisations choosing these options may also want to consider disabling two other options in their account:

• Action Planning – which includes a number of free text fields.
• Service User consent – which allows the user to upload a file.

The Star Online and our data security policy treats all accounts as though they contain sensitive, identifiable personal data regardless of which options are enabled or disabled.

Outcomes Star can provide support around all the considerations above – please see below for how to get in touch with the Helpdesk.

How do I choose either Option 1 or Option 2?

Contact the Helpdesk on [email protected], who will check your account, run through and confirm the considerations with you and agree a time when the option can be applied to your whole account.

Contact the Helpdesk if you have any questions about these options.