Guidance for Health Professionals - Videoaudio Recording of Therapy Sessions (Group Or

Please feel free to amend these forms to best suit the purpose and the particular context in which you work.

1) Trainees should initially access and refer to guidelines developed by the NHS Trust in which the recording/s is being made. Each Trust should havespecific protocols for the production and use of recordings for educational and/or training purposes which they are expected to access and adhere to. It is the trainee’s responsibility to refer to and follow the Trust-specific and guidelines with respect to gaining consent and maintaining confidentiality, as well as the transportation and storage of data. Where no Trust specific guidance is available, the trainee must follow university guidance (in this document and the DACS-PP information for trainees available on the programme handbook DACS-PP webpage) and use university issued equipment only.

2)Trainees should also use the relevant consent form provided by the Trust, in addition to this form. Both should then be added to the client’s case notes. Where notes are electronic, the consent form(s) should be scanned in. If no appropriate form is available in the host Trust, the D.Clin.Psy. programme form should be used on its own, and scanned into the electronic notes. Please consult the DACS-PP Information for Trainees (available on the programme handbook webpages) for further advice about issues concerning gaining consent in the case of non-direct work with clients or where a client does not have capacity.

3)For non-clinical sessions (e.g. consultation sessions) trainees should use the consent form provided by the D.Clin.Psy. programme. In these instances, the trainee should discuss with their placement supervisor about the most appropriate place to store the record of consent being given.

4) Trainees should follow Trust-specific advice around the equipment to be used for the recording and storage of data when this is available and accessible on placement, and when this is compatible with programme requirements for the storage and transportation of the recordings.

All recordings need to be moved to the University H-Drive as soon as possible using a secure method of transfer (via the VPN link where access is available; via Lancaster University BOX or encrypted memory stick). Recordings should never be saved on a computer hard drive as this is not secure.No recordings are to be stored on/within the secure transfer method – they need to be moved to the final destination which is the University H-drive as soon as possible. Trainees should only ever transmit recordings electronically via the Lancaster University BOX system (i.e. never by email or via other cloud-based storage websites unless specified by the host trust and following liaison with the assignment co-ordinators).

5) It is vital that traineestransfer the file via the secure transfer methods outlined aboveand delete alldigital recordings as soon as possible from the memory card used in the video camera/audio recorder.

6)Recordings are submitted to the programme for assessment via the Lancaster BOX submissions folder which you can find within your individual university BOX account (which is set up by admin). Recordings should be retained until the provisional mark release. All recordings (whether assessed or not) should be destroyed as soon as possible after this and NOT retained. Breech of this will be considered as a professional behaviour issue.

7) If a client requests a copy of a recording they will need to follow the process set out in the client information sheet below. As the recording is not part of the clinical record and is being used for assessment purposes, the data controller is deemed to be the University not the host trust. Therefore, the application to view/receive a copy of a recording has to be made to the University. The trainee and their presence in the recording will be redacted as much as possible prior to the release of a recording as the University is not able to place restrictions on what the client does with the recording once they have received it.

8) If data is lost or there is a breech in the security protection outlined above, the trainee has a duty to report the incident immediately to an appropriate member of programme staff (clinical director/assignment coordinators) and to the practise placement supervisor. Failure to do so will be considered as a professional behaviour issue.

Why does the trainee clinical psychologist want to record our work together?

The trainee clinical psychologist is a student at Lancaster University. As part of their training course, they are required to have recordings of work they undertake (video or audio) to be assessed by the university.

You are being asked to consent to the recording of sessions because the trainee feels that your work together is likely to show their skills and learning to the university.

What if you don’t want a session to be recorded?

You do not have to agree to clinical sessions being recorded, and your treatment will not be affected if you choose not to give your consent. You can change your mind and withdraw consent for the recording of therapy sessions up until the trainee completes their placement in the service you are being seen in. The trainee can you let you know when this date is.

What if you don’t want a recording be used later for assessment?

The trainee will give you thedate when they are due to complete their placement. If you wish to withdraw your consent we ask that you do this before the date given, as after this date the assessment process will have begun.

How will the recording be used?

The recording will be seen and assessedby two trained examiners, who are qualified clinical psychologists. The examiners will use the recording to make a judgement on the therapy skills of the trainee clinical psychologist.

The examiners will not be assessing you as the client, or making any judgement about the things you discuss. Their focus will only be on how the trainee clinical psychologist performs during the recording.

The trainee will also type up a transcript of 10 minutes of the session, and write a report on how they think they showed their therapy skills during the session which will also be submitted to the university for assessment. Your details will be kept confidential, and no identifying information (e.g. name, age, address, etc.) will be included.

What will happen to the recording once it is made? How will the recording be protected?

The trainee clinical psychologist will keep the recording safe and secure whilst on placement, and only the trainee(and their clinical supervisor) will be able to watch the recording.

The trainee will safely and securely transfer and store selected recordings (i.e. ones they are considering for submission only – all other recordings will be deleted) onto the password protected Lancaster University main computer system in their allocated secure file storage area. The trainee will select one recording to submit to the training programme which is submitted securely to the programme. The trainee is asked to delete all other recordings stored in their secure storage area on the main Lancaster University computer system. No-one apart from the trainee, (possibly their clinical supervisor) and the examiners will be viewing or listening to any recording made.

What if I want to see the recording of me which is stored on the Lancaster University system?

You are entitled to ask to view information stored about you. This can be requested using a process called a ‘Subject Access Request’. Details about how to do this are set out below:

Any subject access request should go to the university compliance team. You can make a request using the online form available here: -

You may also make a verbal request for subject access by telephoning 01524 593247.

You can also write to the compliance team to make a request at: -

The Compliance Team

Secretariat

University House

Lancaster University

Lancaster LA1 4YW

Who can I contact if I would like further information about the assessment and recording process?

More information about the process can be found on the Lancaster Doctorate in Clinical Psychology online Handbook

Follow the links to the Assessment Pages. The specific assignment is the Direct Assessment of Clinical Skills – Placement Portfolio or DACS-PP for short.

Or you can speak to the trainee’s Clinical Supervisor or to their Clinical Tutor from the training programme. Their contact details are below:

Clinical Supervisor

Name……………………………………………………………………………………………………………………………….

Telephone number…………………………………………………………………………………………………………..

E-mail………………………………………………………………………………………………………………………………

Clinical Tutor

Name………………………………………………………………………………………………………………………………….

Telephone number……………………………………………………………………………………………………………

E-mail………………………………………………………………………………………………………………………………….

Client Consent Form for Recording of Clinical Work

This form must be used in conjunction with the local NHS Trust guidelines (where available) for recording of clinical work and trainee clinical psychologists are responsible for ensuring compliance with these guidelines. This form will be added to the clinical records and will not be seen by anyone not involved in your care within the service (i.e. no-one at the university will have access to this form. Placement supervisors are asked to confirm directly with the university that appropriate consent has been gained).

Your therapist is a trainee clinical psychologist at Lancaster University. As part of their training they must submitrecorded examples of their clinical work for assessment to the university.

I ______(client’s name) confirm that I give my consent for

______(trainee clinical psychologist) to make a

recording of our work together.

I also understand that:

1. I have read the “Client Information Sheet – Video/Audio Recording of Clinical Work” and have been given time to ask questions and discuss the information with the trainee clinical psychologist.

AGREE □ DISAGREE □

2. The recording will be only used for assessment purposes, and will not form part of the clinical record of our work together.

AGREE □ DISAGREE □

3. The recording will be viewed/listened to by trained examiners at Lancaster University and will be used to evaluate the work of the trainee clinical psychologist that I am seeing.

AGREE □ DISAGREE □

4. I can withdraw my consent, either following or during our work together, up until a specified date. If I withdraw my consent, my treatment will not be affected in any way.

AGREE □ DISAGREE □

5. I understand that the trainee clinical psychologist, training course administration staff and examiners will all be responsible for the safe storage and transit of these recordings.

AGREE □ DISAGREE □

Client agreement of the above Signature: ………..……………………………………… Date: ………………………………..

Trainee Clinical Psychologist Signature: ………………………………………………Date: …………………………………

Countersigned by Supervisor of

Trainee Clinical Psychologist: ………………………………….………………Date: …………………………………