Data Protection and Patient Records
The College has strict guidelines on data protection issues relating to the use of patient records. It is the responsibility of the Common Final Assessment candidate to ensure that observance of patient anonymity is adhered to with regard to the Common Final Assessment Portfolio.
Candidates preparing their Portfolio must ensure that the following patient details have been anonymised prior to submission of the Portfolio:
1. Has patient anonymity been observed on each page of each extended case report, including copies of referral letters and contemporaneous jottings relating to each extended case report?
2. Have all means of identifying a patient been blanked out from all documents:
a. Has the patient name and ID number been blanked out and replaced by a patient number allocated by the candidate on:
- each page of each extended case report
- each page of contemporaneous jottings relating to each extended case report
- each page of results of any further investigations?
b. Have all actual patient details been blanked out from:
- copies of patient notes in each extended case report
- all copies of correspondence e.g. optometrist referral letters and letters to/from GPs?
Failure to Comply
Any candidate who fails to adhere to all of the above points will have their portfolio returned for correction. This may result in an application having to be re-entered into the next sitting of the Common Final Assessment, which would cause delays to candidates being assessed, and may also incur a further examination fee.
It is important that candidates allow as much time as possible for the final preparation of the portfolio and for any last minute amendments, as Portfolios cannot be accepted after the advertised deadline.
Queries
Candidates with queries regarding any aspects of the data protection guidelines or the submission of the Common Final Assessment Portfolio, in general, are encouraged to contact the Examinations Team at the College of Optometrists.