SESLHD POLICY
COVER SHEET
COMPLIANCE WITH THIS DOCUMENT IS MANDATORY
This Procedure is intellectual property of South Eastern Sydney Local Health District.
Procedure content cannot be duplicated.
Feedback about this document can be sent to SESLHD-Policy@health.nsw.gov.au
NAME OF DOCUMENT Photography and Recording of Patients
TYPE OF DOCUMENT Policy
DOCUMENT NUMBER SESLHDPD/327
DATE OF PUBLICATION November 2023
RISK RATING Low
LEVEL OF EVIDENCE
National Safety and Quality Health Service Standard:
Standards 1, 2, 3, 5, 6 and 8
REVIEW DATE November 2028
FORMER REFERENCE(S) N/A
EXECUTIVE SPONSOR or
EXECUTIVE CLINICAL SPONSOR
Director, Clinical Governance and Medical Services
AUTHOR SESLHD Health Records and Medico Legal Committee
POSITION RESPONSIBLE FOR
THE DOCUMENT
Co-Chairs, SESLHD Health Records & Medico Legal
Committee
Mervat.Dawoud@health.nsw.gov.au
Antony.Sar[email protected]sw.gov.au
FUNCATIONAL GROUP(S) Records Management – Health
Clinical Governance
KEY TERMS
Photography
Recordings
SUMMARY
In line with respecting patient privacy and
confidentiality, this policy is to provide clear and
concise guidelines for obtaining consent to
photograph, video or audio record patients and the
subsequent taking and management of images and
recordings.
SESLHD POLICY
Photography and Recording of Patients SESLHDPD/327
Version 1.1 Ref: T20/58319 Date: 24 November 2023 Page 1 of 14
COMPLIANCE WITH THIS DOCUMENT IS MANDATORY
This Procedure is intellectual property of South Eastern Sydney Local Health District. Procedure content cannot be duplicated.
1. POLICY STATEMENT
• Photographs, video recordings and audio recordings of patients may be taken
for use in clinical care, peer review, consumer and staff education. Violence
abuse and neglect (VAN) services may take photographs for forensic purposes.
• This policy excludes the use of photographic images and recordings for the
purpose of organisational publicity, health promotion and medical research.
• In order to protect the privacy and confidentiality of those working or visiting our
facilities, no photograph or recording may be captured by patients, staff or visitors
without informed consent unless the image is essential for clinical care.
• As per the State Records Act 1998 (NSW), NSW Health Code of Conduct
and the Health Records and Information Privacy Act 2002 (NSW), all staff
must maintain the security of confidential and / or sensitive information,
including that stored on communication devices.
• The Health Records and Information Privacy Act 2002 (NSW) applies to all patient
photographs and recordings. The local health district is required to provide secure
storage, access to, and use and disclosure of photographs and recordings.
2. AIMS
To inform staff of the requirement for obtaining consent to photograph video or audio
record patients and the subsequent taking and management of images and recordings.
3. TARGET AUDIENCE
All staff that require the use of clinical photography to assist in the on-going assessment
and management of patients/clients.
4. RESPONSIBILITIES
4.1 All staff will:
• Ensure informed consent is obtained where appropriate and documented for all
photographs and recordings taken within SESLHD
• Use approved equipment (where relevant) and/or approved applications to
capture all photographs and recordings in the first instance if available
• Use Bring-Your-Own personal devices with an approved application in
accordance with the requirements of this policy and the NSW Code of Conduct
• Maintain the security of confidential and / or sensitive information
• Ensure the photograph or recording is managed appropriately and
stored correctly.
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Photography and Recording of Patients SESLHDPD/327
Version 1.1 Ref: T20/58319 Date: 24 November 2023 Page 2 of 14
COMPLIANCE WITH THIS DOCUMENT IS MANDATORY
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5. DEFINITIONS
• Approved Application: Microsoft Teams is the approved platform for clinical
communication and sharing of clinical images between clinicians, and MedSync is the
approved platform for uploading images to the Electronic Image Repository. Approved
Devices can upload via Cerner eMR Multimedia Manager.
• Approved device: any end-user computing device supplied by SESLHD,
which would be expected to have proper advice from ICT and utilises Cerner
eMR Multimedia Manager.
• Approved Storage Solution: The Electronic Image Repository (EIR) for use with
personal devices that have Microsoft Teams installed and the eMR multimedia
manager for approved SESLHD devices.
• Audio Visual Recording: relating to materials, such as films, video and tape
and audio recordings, that present information in audible and pictorial form
• Confidentiality: the restriction of access to information, and the control of the use
of release of personal information, in order to protect patient privacy
• Consent: permission for something to happen or agreement to do something. For
more information see Section 5.4 - Consent of the NSW Health NSW Health
Privacy Manual for Health Information.
• Identified information: information or opinion about a person whose identity
cannot be ascertained from the information or opinion
• Electronic health record: electronic health record applications/systems such as
Cerner eMR, eMaternity, eRIC, MOSAIQ, ARIA, or any other similar
• End-user computing device: any electronic device which is capable of storing
data and connecting to a digital data network, including but not limited to mobile
phones, smartphones, tablets, laptops, personal computers, thin- clients,
wearable technologies, smart watches, woven computing technologies and
netbooks
• GIPA Act: Government Information (Public Access) Act 2009 (NSW)
• Health Information:
(a) personal information that is information or an opinion about:
(i) the physical or mental health or a disability (at any time) of an
individual, or
(ii) an individual’s express wishes about the future provision of
health services to him or her, or
(iii) a health service provided, or to be provided, to an individual, or
(b) other personal information collected to provide, or in providing, a health service,
or
(c) other personal information about an individual collected in connection with the
donation, or intended donation, of an individual’s body parts, organs or body
substances, or
(d) other personal information that is genetic information about an individual arising
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Photography and Recording of Patients SESLHDPD/327
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COMPLIANCE WITH THIS DOCUMENT IS MANDATORY
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from a health service provided to the individual in a form that is or could be
predictive of the health (at any time) of the individual or of any sibling, relative
or descendant of the individual, or
(e) healthcare identifiers,
but does not include health information, or a class of health information or health
information contained in a class of documents, that is prescribed as exempt health
information for the purposes of the HRIP Act generally or for the purposes of
specified provisions of the HRIP Act.
• Health record: a documented account, whether in hard copy or electronic form, of a
patient’s health, illness and treatment during each visit or stay a health service
(note: holds the same meaning as “Health care record”, “Medical record”, “Clinical
record”, “Clinical notes”, “Patient record”, “patient notes”, “patient file”, and so on
• HRIP Act: Health Records and Information Privacy Act 2002 (NSW)
• Non-Approved Device: personal devices that are not compatible with
Microsoft Teams and/or do not have Microsoft Teams and MedSync installed.
• Non-Approved Storage: Any network shared drive or portable storage device
(e.g. USB, Hard Drive)
• Patient: any person who receives a health service and to whom, as a result, a
health practitioner owes a duty of care. (note: holds the same meaning as “client”
or “consumer”
• Photograph: an image of an object, person, scene, or part thereof, in the form of a
print, slide or digital image recorded by a camera on photosensitive material
• Privacy: the right of an individual to have their personal health information
safeguarded from loss, misuse, and unauthorised disclosure in order to protect the
privacy of an individual’s personal health information
• Security: a tangible set of physical and logical mechanisms which can be used to
protect information held in hard and soft copy, digital format, within computer systems,
via telecommunications infrastructure, etc.
6. POLICY
• In line with protecting patients’ privacy and confidentiality, this policy provides a
clear and concise guideline for obtaining consent, the taking / recording of, and
the subsequent management of photographs, videos and audio recordings of
patients.
• This policy applies to images taken on cameras and other end-user computing
devices, but excludes those images captured during routine diagnostic imaging
such as x-ray, CT or MRI scanning.
Clinical
• In certain clinical contexts, the taking of patient photographs and recordings
may be required for the care, monitoring, observation and treatment of
patients. Some examples include burns, wounds, rashes, cancers,
congenital conditions and patient behaviour.
SESLHD POLICY
Photography and Recording of Patients SESLHDPD/327
Version 1.1 Ref: T20/58319 Date: 24 November 2023 Page 4 of 14
COMPLIANCE WITH THIS DOCUMENT IS MANDATORY
This Procedure is intellectual property of South Eastern Sydney Local Health District. Procedure content cannot be duplicated.
Photographs and recordings, whether re-produced in hard copy or
maintained in digital format, do form part of the patient’s health care
record.
• For Use Case Scenarios on when to use Teams MedSync vs eMR
Multimedia Manager (MMM) refer to Appendix 2
• For wound photography, refer to SESLHDPR/285 Wound – Clinical
Digital Photography.
• For abuse / neglect photography, refer to NSW Ministry of Health Policy
Directive PD2015_047 – Photo and Video Imaging in Cases of Suspected
Child Sexual Abuse, Physical Abuse and Neglect and related consent form -
SMR020.028 Consent for imaging - suspected child abuse.
Non Clinical
• At times photographs and recordings may be taken for purposes unrelated
to direct patient clinical care. Some examples include:
o
Organisational publicity
o
Health promotion
o
Medical research
o
Education of healthcare workers.
• For more information on non-clinical photography and recording, or the use of
clinical photography for purposes unrelated to direct patient clinical care,
contact the SESLHD Manager, Media and Communications.
6.1 Patient Identification
• Patient images may be taken for identification purposes in some facilities and units
e.g., mental health, aged care facilities, community services including cardiac and
respiratory rehabilitation and community nursing.
• Staff must ensure that the photograph is clearly identified with the client’s name, date
of birth, gender and medical record number. If printed, this must appear on the back of
the photograph.
6.2 Consent
• Written consent is not required where the capturing of images is a necessary part of
clinical diagnosis, clinical care or treatment. However the patient must be made aware
why the taking of the images is / was clinically indicated and this must be documented
in the patient’s health care record.
• If the patient can be identified or potentially identified, and the purpose of capturing of
the image is not a necessary part of clinical diagnosis, care or treatment, the consent
of the patient must have been obtained in writing (Patient Consent for Photographs /
Images / Recordings for Non-Patient Care Purposes - SMR020.005 to be completed).
(Appendix 1). Consent must always be obtained before intra-operative filming,
photography or streaming of procedures for education or training,
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Photography and Recording of Patients SESLHDPD/327
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COMPLIANCE WITH THIS DOCUMENT IS MANDATORY
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photographs/images that are to be used for quality improvement and training
purposes.
• If a patient cannot be identified in the photograph or recording, then consent may be
verbal but must be documented within the patient’s health care record.
• During the consenting process, it should be explained:
o Why the photograph or recording is being taken
o How the photograph or recording will be used
o The benefits of taking the photograph or recording to the individual / others
/ organisation
o Who will see the image or recording
o Where the image will be stored
o That the image will be deleted from the device after being saved to the
appropriate health service information system
o That consent can be withdrawn at any time, however images of the patient that
are related to clinical care will form part of the health care record and cannot be
deleted
• Patient photographs and recordings may be used only for the purposes covered
during the consenting process. If staff wish to use an image or recording for purposes
not covered in the consenting process, the patient is to be contacted to seek further
consent for the additional use of the image or recording. Additional consent from the
patient must be documented within the patient’s health care record.
• Consent can only be given by a person who has the capacity to consent or substitute
decision maker (refer to NSW Health Privacy Manual for more information).
• An interpreter should be used if required and documented in the health care record.
• A patient’s refusal to consent should be documented in the health care record.
• Any consent for photographs or recordings is valid until withdrawn. Consent may be
withdrawn at any time, however if the images are part of the health care record then
they will not be deleted/removed. Withdrawal should be documented in the patient’s
health care record and / or by the appropriate department.
6.3 Photography and Recordings
• All photographs and recordings for clinical purposes should be captured on approved
equipment as far as practicable.
• When non-approved devices, are used to capture images or recordings, this must be
in accordance with the requirements of the Bring Your Own Device and NSW Health
Smart Devices Policy Directive, the NSW Code of Conduct and other policies related
to the privacy and protection of children, patients and clients.
• All photographs and recordings should be clear and accurately represent the purpose
of the image or recording.
• Wherever possible, the use of identifying features should be avoided, unless required
to support patient assessment and management.
• All images and recordings should be of the highest quality possible. Care should be
taken to ensure the use of adequate lighting and clarity of an image. Forensic
photographs should include at least one image with a ruler and a colour card.
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Photography and Recording of Patients SESLHDPD/327
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COMPLIANCE WITH THIS DOCUMENT IS MANDATORY
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• Hand hygiene should be performed before and after handling photography equipment
and care should be taken to prevent the equipment coming into contact with patients
and their immediate surroundings.
6.4 Use of Personal Devices for Photography and Recordings
• The patient must be made aware that a personal device is being used to capture the
clinical image via Microsoft Teams/MedSync.
• Staff members who use personal devices must take reasonable steps to have security
controls on the device to prevent unauthorised access. Reasonable steps include the
following;
o Have controls on the device to prevent unauthorised access
o Use MedSync Application in Microsoft Teams to ensure no photographs or
recordings are saved on the device
o Your mobile device must have password protection, and you are required to
be able to erase images remotely if your device is stolen
o Delete all images from your mobile device as soon as possible as leaving
clinical images on a mobile device increases the risk of unauthorised access
if the device is lost or stolen, and increases the risk of the image being sent
by mistake to an unauthorised third party
6.5 Use of the Electronic Image Repository with Microsoft Teams and MedSync
• When images are uploaded to the EIR via MedSync, staff should take particular care
to ensure that images are allocated to the correct site MRN. If a photo is uploaded to
the incorrect patient record, staff must contact local health information unit as soon as
possible so that the image can be transferred to the correct record.
• To ensure the images are allocated to the correct patient health care record, they
must have:
1. Patient identification label or;
2. Name, date of birth and patient’s facility/site.
• When images are uploaded, it is required that the clinician documents in the Patient’s
Health Record.
6.6 Management and Storage of Clinical Photography and Recordings
• Photographs and recordings form part of the patient’s personal health information and
are therefore part of the health record. This includes both hard copy and digital format.
• All photographs and recordings should be stored in the Electronic Image Repository
(EIR) which can be accessed via the HealtheNet tab in patient’s electronic health
record, (Refer to relevant system user instructions, guidelines or procedures for saving
images.) Photographs may also be stored in the paper file if the image can be
produced in a clear and accurate format.
• It is the responsibility of the individual who has taken the photograph or recording to
ensure it is managed appropriately and stored correctly.
• All photographs and recordings must be uploaded as soon as possible after they are
taken, and deleted from the device (if not using the MedSync application) for security
purposes.
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Photography and Recording of Patients SESLHDPD/327
Version 1.1 Ref: T20/58319 Date: 24 November 2023 Page 7 of 14
COMPLIANCE WITH THIS DOCUMENT IS MANDATORY
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• The SESLHD supports the use of privately-owned end-user computing devices to
access digital resources but prohibits the storage of information classified as
confidential on privately-owned devices.
• For images taken by sexual assault nurse examiners as part of a medical and forensic
consultation, SESLHD must follow GDA-17-General Retention and Disposal Authority
Public health services: patient/client records and retain images for a minimum of 30
years after legal action is completed and resolved (where known), or after last contact
for legal access or 30 years after the individual attains or would have attained the age
of 18 years, whichever is the longer.
• In the case where the SESLHD provides end-user computing devices to staff, the LHD
does not condone the storage of confidential information on these devices, whether
they are fixed or mobile, without written approval of the SESLHD Director Health ICT
or their delegate.
• Photographs and video imaging for child abuse and neglect must be stored separately
from the patient’s health care record, as per the NSW Health Policy Directive
PD2015_047 - Photography and Video Imaging in Cases of Suspected Child Sexual
Abuse, Physical Abuse and Neglect.
6.7 Access
6.7.1 External Access to photographs and recordings
• Under the Health Records and Information Privacy Act 2002 (NSW)
(HRIP Act), the Government Information Public Access Act 2009
(NSW) (GIPA Act) and NSW Health policy, patients or their authorised
representative (such as solicitor, insurer, etc) may apply for access to
information a health service holds about them. This includes any
photography and/or recordings. All enquires for access to Patient’s
Health Care Records should be directed to the relevant Site Medical
Records Department.
• Compliance with a search warrant and / or subpoena (court order) is
required by law and thus photographs and recordings may be
requested.
• Other authorised Government agencies also have powers to access
photography and recordings, such as the Health Care Complaints
Commission (HCCC), the NSW Ombudsman and the Child Death
Review Team.
• Forensic photographs may be considered 'sensitive evidence' under
the Criminal Procedure Act 1986 (NSW)(Section 281B) and must be
handled in accordance with Sections 281c through FG of that Act,
inclusive.
6.7.2 Staff Access to photographs and recordings
• Staff may access photographs and/or records in accordance with access
guidelines set out by the Privacy Manual for Health Information and the
code of conduct. This may include (but not be limited to)
o Clinical staff providing care
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o Complaint handling
o Quality assurance or audit activities
• Treating clinicians / staff may forward a photographic image to another
clinician involved in the patient’s care for the purposes of communication
and clinical decision making via Microsoft Teams.
• Images that are shared between clinicians and that are used for clinical
decision-making must be uploaded to the EIR. Images uploaded into the
EIR must be accompanied by documentation in the progress notes that
includes the rationale for sharing and uploading the images.
• Staff should consider that patients can be identified by not just their
faces, but by birth marks, scars, tattoos, piercings, unusual diagnoses
and other features which may be unique to them.
• For further information, contact the SESLHD Privacy Contact Office.
6.8 Auditing
All Health Information Managers /Medical Record Managers will:
• Receive on monthly basis from eHealth an excel spreadsheet on the MedSync
uploaded data
• Will Perform monthly audit of 10% on the provided eHealth monthly sample
size/activity
• Audit criteria will include:
o Was the image/videos appropriately uploaded to EIR / MMM
o Clinical documentation is in eMR to indicate Images/videos are taken in
Medsync and/or MMM and uploaded in EIR / MMM
o Image/videos attached to correct patient
o Image/videos is of good quality
o Image/videos is correctly labelled: first and last name, date of birth, gender
and medical record number (MRN)
o Image/videos appropriately described in EIR / MMM title
o Image is appropriate for clinical use
• Submit the results of all audits to the SESLHD Health Records and Medicolegal
Committee.
• Retain a copy of the audits and provide as requested for Accreditation purposes.
• Microsoft Teams and Medsync information such as Frequently Asked Questions,
Quick Reference Guides, eLearning can be found on the eHealth Unified
Communication Hub.
7. DOCUMENTATION
• Health Care Record
• Patient Consent for Photographs / Images / Recordings for Non-Patient Care
Purposes - SMR020.005
SESLHD POLICY
Photography and Recording of Patients SESLHDPD/327
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COMPLIANCE WITH THIS DOCUMENT IS MANDATORY
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8. REFERENCES
Legislation:
• Health Records and Information Privacy Act, 2002 (NSW)
• Government Information (Public Access) Act 2009 (NSW)
• State Records Act 1998 (NSW)
NSW Ministry of Health
• NSW Ministry of Health Privacy Manual for Health Information (2015)
• NSW Ministry of Health Information Bulletin IB2023_012- Privacy Management
Plan
• NSW Ministry of Health Policy Directive PD2015_047 – Photo and Video
Imaging in Cases of Suspected Child Sexual Abuse, Physical Abuse and
Neglect
• NSW Ministry of Health Patient Matters Manual for Public Health Organisations
• NSW Ministry of Health Consent to Medical and Healthcare Treatment Manual
• NSW Ministry of Health - Health Records and Information Manual
• NSW Ministry of Health Code of Conduct
SESLHD
• SESLHDPR/292 – Hybrid Health Care Record Procedure
• SESLHDPR/285 – Wound - Clinical Digital Photography
• SESLHDPR/593 – Media and Communications Protocols
• SESLHDPR/426 – Non-News Filming, Photography and Audio Recording
• SESLHDPD/310 – Information Security Policy
9. VERSION AND APPROVAL HISTORY
Date Version Version and approval notes
May 2020 DRAFT Co-Chair SESLHD Health Records & Medico Legal Committee
June 2020 DRAFT
Draft review and approved SESLHD Health Records & Medico Legal
Committee
August 2020 DRAFT
Draft for comment period.
October 2020 DRAFT
Processed by Executive Services and tabled at Corporate Executive
Council.
November 2020 DRAFT
Endorsed by Corporate Executive Council requesting policy be approved
by Clinical and Quality Council.
December 2020 DRAFT
Approved at Clinical and Quality Council.
February 2021
1
Published by Executive Services.
24 November
2023
1.1
Minor review including addition of Microsoft Teams and EIR information;
addition of BYOD information; addition of forensic information; addition of
Appendix 2; added auditing requirements; links updated. Approved by
SESLHD Health Records & Medico Legal Committee
SESLHD POLICY
Photography and Recording of Patients SESLHDPD/327
Version 1.1 Ref: T20/58319 Date: 24 November 2023 Page 10 of 14
COMPLIANCE WITH THIS DOCUMENT IS MANDATORY
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Appendix 1: Consent for Intra-operative and other Photos, Images and Recording for non-
Patient Care
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Appendix 2: Use Case scenarios
Emergency
Encounter
Inpatient
Encounter
Outpatient
Encounter
Community
Encounter
Med Sync Med Sync Med Sync Med Sync
for assessment
and care
Med Sync Med Sync Med Sync Med Sync
images over a
N/A
Multi Media
Manager
Multi Media
Manager
Multi Media
Manager
N/A N/A N/A
Multi Media
Manager
DETAILED SERVICE SCENARIOS
COMMUNITY ENCOUNTERS
Service
Detail regarding
photos/images
Method of
image
storage
Documentation
Where to
view
Community
Health Nurses
(Adult Teams)
Community Health Nurses
take wound photos at a
regular basis throughout the
client journey. Clients can
be registered to Community
Health Nursing services for
many months even years.
Multi Media
Manager
via the WATEP
PowerNote
MMF Gallery
on
Community
Client
Summary or
MultiMedia
Manager on
the Menu bar
Community
and Outpatient
Podiatry
services
Podiatrists take wound
photos at a regular basis
throughout the client
journey. Clients can be
registered to Podiatry
services for many months
even years
Multi Media
Manager
via the WATEP
PowerNote
MMF Gallery
on
Community
Client
Summary or
MultiMedia
Manager on
the Menu bar
Paediatric
Allied Health
Services
Paediatric allied health
teams including
Occupational Therapy,
Physiotherapy, Speech
Therapy all take photos and
videos of children in therapy
sessions, as well as receive
photos and videos from
parents/carers of children at
Med Sync
Progress Note
Via
HealtheNet
and then
Images (EIR)
tab
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home doing specific
exercises.
General
Community
Health
Services
Occasionally, community
health staff may take photos
of a client or their
environment, e.g., an
occupational therapist
taking photos of a home
modification.
Med Sync
Progress Note
Via
HealtheNet
and then
Images (EIR)
tab
Secure eMR
locations
including all
Sexual Health
and Blood
Borne Virus
Services, and
Violence
Abuse and
Neglect
Services
All photos and videos that
are taken by any secure
service MUST be added to
the MMF Media Gallery as
this will load the photo/video
against the secure
encounter, meaning staff
without access to the
service will not be able to
see these images. For
Southern Sydney Sexual
Assault Service, note the
PaCH Sexual Assault
Services Forensic Medical
Photography business rule
for further information
Multi Media
Manager
Progress Note
MMF Gallery
on
Community
Client
Summary or
MultiMedia
Manager on
the Menu bar
Drug & Alcohol
Drug & Alcohol clinicians
take wound photos at a
regular basis throughout the
client journey. Clients can
be registered to Drug &
Alcohol services for many
months even years
Multi Media
Manager
Progress Note
MMF Gallery
on
Community
Client
Summary or
MultiMedia
Manager on
the Menu bar
EMERGENCY ENCOUNTERS
Service
Detail regarding
photos/images
Method of
image
storage
Documentation
Where to
view
Emergency
Department
Emergency department
clinician consulting with
other teams within hospital
or with other hospitals
Med Sync
Progress Note
Via
HealtheNet
and then
Images (EIR)
tab
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INPATIENT ENCOUNTERS
Service
Detail regarding
photos/images
Method of
image
storage
Documentation
Where to
view
Hospital in the
Home (HITH)
HITH clinicians take photos
and consult with admitting
team or relevant speciality
clinicians for assessment
and treatment plan
Med Sync
Progress Note
Via
HealtheNet
and then
Images (EIR)
tab
Stomal and
Wound Care
CNC take photos of stoma
for ongoing monitoring. The
patient maybe an inpatient
or outpatient
Med Sync
Progress Note
Via
HealtheNet
and then
Images (EIR)
tab
Wound Care
CNC take photos of wound
this could be a one off or a
series of photos. The
patient maybe an inpatient
or outpatient.
For Sydney and Sydney
Eye Hospital they are a
tertiary referral for
Ophthalmology and Hand
Services so best place in
Med Sync for that sharing of
photos back to referring
facility.
Med Sync
Progress Note
Via
HealtheNet
and then
Images (EIR)
tab
Allied Health
Allied Health clinicians take
photos especially
occupation therapist with
home assessments at
discharge
Med Sync
Progress Note
Via
HealtheNet
and then
Images (EIR)
tab
OUTPATIENT ENCOUNTERS
Service
Detail regarding
photos/images
Method of
image
storage
Documentation
Where to
view
Stomal and
Wound Care
CNCs take photos of stoma
for ongoing monitoring. The
patient maybe an inpatient
or outpatient
Med Sync
Progress Note
Via
HealtheNet
and then
Images (EIR)
tab
Wound Care
CNC take photos of wound
this could be a one off or a
series of photos. The
patient maybe an inpatient
or outpatient.
Med Sync
Progress Note
Via
HealtheNet
and then
Images (EIR)
tab
SESLHD POLICY
Photography and Recording of Patients SESLHDPD/327
Version 1.1 Ref: T20/58319 Date: 24 November 2023 Page 14 of 14
COMPLIANCE WITH THIS DOCUMENT IS MANDATORY
This Procedure is intellectual property of South Eastern Sydney Local Health District. Procedure content cannot be duplicated.
For Sydney and Sydney
Eye Hospital they are a
tertiary referral for
Ophthalmology and Hand
Services so best place in
Med Sync for that sharing of
photos back to referring
facility
Dermatology
Clinics
Dermatology registrars take
photos at a regular basis at
the outpatient visit. Patients
can be seen for many
months and even years
Multi Media
Manager
Progress Note
MMF Gallery
on Patient
Summary or
MultiMedia
Manager on
the Menu bar
Hyperbaric
Services
Hyperbaric clinicians will
take wound photos at a
regular basis throughout the
patient journey. Patients will
be treated for many months
Multi Media
Manager
Progress Note
MMF Gallery
on Patient
Summary or
MultiMedia
Manager on
the Menu bar
Allied Health
Hand Therapists will take
wound photos to monitor
post op wounds and will be
overseen by the plastics
teams.
Med Sync
Progress Note
Via
HealtheNet
and then
Images (EIR)
tab
Note: SESLHD Cancer Services will utilise their respective Oncology Information Systems of
MOSAIQ (Prince of Wales Hospital and Royal Hospital for Women) and ARIA (St George
Hospital) for clinical photography.