Instructions	Further Explanation
Explain Rationale and Purpose	– To ensure patient access information is stored securely in line with the Information Security Policy
Staff Included	– Shared sources may include: Social Care Direct, NuTH Services, patients and family/carers in line with patients consent to share details.
Documentation of Key Codes	– Professionals who have been informed of the keycode or keysafe number should document this in the patients record on SystmOne when the information is shared. Retrieve the patient record and document within the nursing assessment template under ‘maintain safe environment’. – Within the template tick ‘Patient has Key safe’ or ‘Patient door access key code’ to confirm we have this information. – Create a confidential note via the quick link within the template. – Document the key safe number or door access code in the left hand column. – Save consultation. Please refer to the how to guide
Information for patients	– Inform the patient verbally this information will be kept securely on their record in line with the Information Security Policy. – If the patient has capacity issues following a MCA assessment the patients next of kin/family member should be informed – If this is not possible a best interest’s decision should be made to store the key code to ensure visiting professionals have access and the patient receives the appropriate care.
Keycode update on discharge from service	– The clinical staff member completing the final episode of care documentation prior discharge from the service must locate the confidential notes in the clinical tree. Add a new confidential note to say patient has been discharged from the service and this keysafe or keycode number may no longer be up to date.

 

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Updated: 22 April 2026