Data Sharing Framework
This page describes the data-sharing framework used in Social360. It is meant to start conversations about how we as professionals can improve our data-sharing approaches
Social360: Enhancing Shared Care with Shared Case Notes
Social360 aims to transform collaboration in the social service sector through shared case notes while maintaining a balance between safeguarding client data and improving care coordination. Our data-sharing framework is built on the principle that confidentiality is key, but also recognises the need for responsible data disclosure based on the role and qualifications of professionals handling the information.
User Roles in Social360
Social360 defines 6 user roles:
Case Worker
Ops Manager
Config Manager
User Administrator
Reports Manager
Agency Administrator
Only Case Workers can view client records and write case notes. Additionally, Case Workers with a valid (non-expired) RSW accreditation number can:
Write sensitive notes.
Read sensitive notes written by other accredited social workers.
Why Accredited Social Workers?
We have modelled our approach on the healthcare sector, where access to sensitive health information (SHI) is restricted to authorised professionals. In medical practice, "authorised" is determined by a national board (e.g., the Singapore Medical Council), rather than by an employer. We applied this same principle to Social360, assuming that accredited social workers are the equivalent of “authorised professionals” within the social work profession.
However, this raises valid questions:
What about non-accredited social workers or other case workers within the same agency?
Should an accredited social worker from another agency have more access than a non-accredited case worker from the same agency?
We acknowledge that there isn’t a definitive answer yet, and we hope to refine this model together with the professional community.
Data Sharing and Access Controls
By default, all case notes are visible to other Case Workers across agencies, but strict access controls apply:
1. Client Referrals & Service Enrolment
You can only access a client's record if they have an pending / active referral within your service.
Example: A Case Worker from COMIT – Macpherson cannot access a client's record if their referral is only with COMIT – Toa Payoh. To gain access, the client must have a pending / active referral in COMIT – Macpherson.
2. Assignment & Justification for Access
If the client has a pending / active referral in your service, you must be assigned as the staff-in-charge to access their record.
If you are not assigned but need access, you must declare that you require the information for care provision or an agency task.
If the referral has already been resolved, you must confirm your intent and select your reason for access. Some of the reasons include: enquiry, error correction, service coordination, etc.
Ethical Considerations: Balancing Confidentiality with Care
Confidentiality is a fundamental principle in handling client data, and disclosure should always consider need and identity—who the data is being shared with and why.
However, in social work, it is often unclear who the primary "client" is because we take a systemic and family-centric approach. We must consider not just the individual assigned to us but also others in their ecosystem who may be vulnerable.
A Real-World Example
A case worker recently raised concerns about a mother being judged or stigmatized because of her history of depression and incarceration. Does this mean only the mother’s social worker should access this information?
This scenario mirrors an experience from the medical field. A patient’s mother was accused of neglect by a family member. Access to her mental health history was critical in assessing the situation fairly and advocating for her when others misunderstood her condition.
Without shared access, crucial information could be lost in fragmented handovers—leading to delayed intervention, broken communication, or misjudgments about the client’s situation.
What This Means for You
We designed Social360 to facilitate care coordination across agencies, not to diminish confidentiality. However, it’s crucial for all users to understand that:
Both non-sensitive and sensitive notes will be shared within this framework.
Users must exercise discretion when documenting sensitive information.
PDPA Consent and Compliance
Clients typically provide PDPA consent upon enrolment, which may state:
"You allow the sharing of your personal information with government and other service providers to ensure optimal and appropriate care for you and your caregiver. Your information will not be disclosed except when necessary to provide a service you have opted to receive."
🔹 Please review your agency’s PDPA consent to ensure it aligns with how you intend to use Social360.
Is This Worth It?
We deeply appreciate your participation in this pilot. Social360 is a work in progress, and your feedback helps shape a better model of care.
If you or your leadership have concerns, please reach out to us. While we may not have all the answers yet, one thing is clear—continuing to work in silos does not lead to better care. Let’s work together to find the best path forward.
Thank you for being part of this conversation! 🚀
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