Velindre University NHS Trust has started a new digital service to collect health assessments directly from our patients across the Cancer Service. This leaflet contains useful information about the service in general and how to access resources in relation to the processing of your data.
The Digital Health Assessment Tool is managed under contract to the Trust by a company called Promptly Health. The Company has undergone stringent checks prior to contract award and the Trust has put in place contractual documentation and data protection risk assessments so that we are assured that your data will be processed lawfully by Promptly Health (known as the Provider).
Other NHS organisations in Wales are also using the same provider. Therefore you may receive requests to complete assessments from more than one clinical team.
It is a service that will improve communication between you and the Velindre Cancer Service team responsible for your care.
The service will provide you with access to online questionnaires which you can complete from home on your mobile, tablet or computer. These questionnaires will be viewed by your clinical team before your appointment.
The online questionnaires will ask about your:
symptoms
physical health
quality of life
Monitoring your symptoms through digital forms will help your health care team better understand your health.
It will improve how we deliver care to you and support you to make better informed decisions and choose the best treatment.
We know from previous work in this area that addressing any issues you have sooner may lead to less frequent hospital admissions, better quality of life and improved survival.
So that we can contact you with the most up to date information possible, please make sure we have your current mobile number and email address. If it changes during your treatment with us, please update us. We will share your current contact information with our medical records team to ensure data accuracy.
When you have a new digital health assessment to complete, you will receive a message from us. The first message will be a welcome message from NHS Wales by text message or email.
Shortly after, you will receive another text message or email asking you to complete your digital health assessment which will include your unique link starting with https://nhs-wales.promptly.health/
Please click your unique link and fill in the form as accurately and honestly as you can. We ask that you submit the form at the end. This is how your clinical team can see your responses.
Note - Your responses will be saved automatically for 48 hours. This allows you time to come back to the form when you are ready. However, if you take more than 48 hours to complete the form you will have to start it again as your previous responses will have been automatically removed.
IMPORTANT: It is not until you click SUBMIT that your health care team will be able to view your responses.
Once you have submitted your digital health assessment, you will receive a thank you text message or email that confirms your responses have been received. A link to enable you to view your completed responses will be included in the thank you message. To access the message, click on the link and enter your mobile phone number or email address. A one-time code will be sent to you to input and access your digital health assessment responses.
The length of the form varies depending on the set that you will receive for your condition. However, it should take between 5-15 minutes to complete.
We are expanding the use of Digital Health Assessments across our specialties. It could be that your condition has not yet been configured. The following areas are now using digital systems:
Lung
Neuro-oncology
Prostate
If you believe that you should receive a digital assessment, but have not yet done so, please either let your clinician know or contact the team on email via VBHC.VUNHST@wales.nhs.uk so that we can investigate.
It is possible to opt out of receiving these requests but selecting “unsubscribe” from the settings menu. Once you have unsubscribed you will not be able to complete digital health questionnaires as requested by the clinical team. If you would like to re-subscribe please either let your clinician know or contact the team via email on VBHC.VUNHST@wales.nhs.uk.
Velindre University NHS Trust is strongly committed to protecting personal data. The link to our Privacy Notice contains further information should you require it. Alternatively, you can contact our DPO at:
Velindre NHS Trust,
Unit 2,
Charnwood Court,
Parc Nantgarw,
Nantgarw,
Cardiff
CF15 7QZ
Email: VelindreInformationGovernance@wales.nhs.uk
For independent advice about data protection, privacy and data-sharing issues, or if you should ever be dissatisfied with the way we have handled your personal data you can contact the Information Commissioners Office (ICO) at:
ICO Wales contact details
Information Commissioner’s Office – Wales
2nd Floor, Churchill House
Churchill Way
Cardiff
CF10 2HH
Telephone: 029 2067 8400
Fax: 029 2067 8399
Email: wales@ico.org.uk
ICO Head office details
Information Commissioner’s Office – Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113 or 01625 545745
Fax: 01625 524510
Website: www.ico.gov.uk