# Data Sharing Framework ## 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 Case & Service Enrolment** * You can only access a client's record if they have an **pending / active case within your service**. * Example: A Case Worker from *COMIT – Macpherson* **cannot access a client's record** if their case is only with *COMIT – Toa Payoh*. To gain access, the client must have a pending / active case in *COMIT – Macpherson*. #### **2. Assignment & Justification for Access** * If the client has a pending / active case 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 case 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. #### **3.** “My Service” notes with AI summary * Users are able to set the note visibility to either **"All Services"** or **"My Service Only"** when writing a progress note. If "My Service Only" is selected, an **AI-summary** will be created with the option for users to edit before publishing the note. * Users from other services who also work with the client will only see this summary. *** ### **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! 🚀 --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://guide.social360.gov.sg/fundamental-principles/data-sharing-framework.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.