FAQs - Outdoor Health Questionnaire

1. To make it easier for people to use.

The new format is based on research into what features of a form make it easier for people to fill in. These included:

• Columns rather than rows
• Tinted background with white “action” boxes where people need to write something
• Not trying to squeeze too many questions onto the page so a reasonable font size can be used
• First few words of each question in bold.

The database has also been changed so that questions on screen look much the same as they do on the paper OHQ – it will be easier for the data inputter.

2. To ensure schemes and the WfH national centre comply with Data Protection legislation.

If you put people’s information onto a database, you become a Data Controller. This means that:

• We should only collect information about a person we need
• We tell people what will happen to their information
• We ask for people’s agreement (by asking them to sign the Data Protection declaration) to keep and use their information.
  
  

3. To comply with Government Protective Marking guidance – all public bodies including local councils and the NHS have to do this.

The national centre doesn’t need this information – so for we’ve stopped asking for it.

But we understand the reassurance that having this information can give to walk leaders. So we’ve provided a template for an ICE (In Case of Emergency) card that schemes can give to walkers instead. Walkers fill in their emergency contact details and carry the card with them on a walk.

Benefits of the card:

• Walkers are responsible for supplying their own information – not walk leaders
• Easier for walkers to update
• They can be used with locally arranged “offers” (eg. collecting stamps each time you visit a cafe)
• Walk leaders don’t have to carry around paper OHQs which, if not needed, can be disposed of securely
• They can be adapted by your scheme to suit you

The template for prints onto A4 paper. Some schemes which already use ICE cards print onto photographic paper because it’s more weatherproof. Just choose what best suits your needs.

Walkers decide whether to fill out ICE cards, or have an ICE name in their mobile phone contact list, or not to supply this information at all.

Emergency contact information will eventually be removed from the database.

This won’t be done immediately so schemes will have plenty of time to get alternative arrangements in place.

If you want to add your scheme’s logo to the form, please email it to us . A pdf version of the form will be returned to you with your logo added.

If you’re using the national WfH database you need to use the latest version OHQ as it is. If you want to add extra questions please discuss it with the WfH national centre first.

If your scheme is accredited or is applying for accreditation, you need to show that your scheme monitors walk activity. You need to show your scheme:

1. Collects walker information
2. Puts that information onto a database
3. Produces walk monitoring information

Walk leaders need to explain that any change in exercise regime, even something as safe as walking, may have harmful consequences to a small number of those ticking yes to any of the Health Screening questions.  For this reason the walker must first discuss their intention to walk with their GP.

Walk leaders can’t force people to see their GP but should point out that all walkers walk at their own risk. If a walker refuses to sign the Health Declaration, the walk leader should annotate the form “refused to sign”. This is now an option on the database.

No - this would be a huge task! So we ask you to ensure that the following groups use the new OHQ:

• all new walkers
• anyone wishing to update their records (eg. because of a change in their health, change of address and so on)

But the new OHQ should be discussed with walkers so that they are aware of the changes.

Any old OHQs that have already been filled in can still be put onto the database.

Translated versions of the new OHQ will replace those currently downloadable from the website as they become available.

You can choose to print 'greyscale' or opt for the black and white version which has a white background.

The main thing to remember is don’t keep personal information for longer than you need.

So the first question to ask is: do I need to keep the paper OHQs? Because it might be better to keep summary, anonymised information instead. How will you monitor the information, for example, if a walker moves, or fills out a new OHQ? What will you do with the old one?

If you’re sure you need to keep paper OHQs, how long you keep them for will depend on who administers your scheme and/or the reasons why you keep them.

If your scheme has a sound business need to keep the paper OHQs – and it’s your decision - you can.

Make sure OHQs are:

• Sent securely
• Stored securely (e.g. in a locked cupboard)
• Only seen by people who need to
• Weeded regularly (say, every 6 months or annually)
• Disposed of securely

If you use the database:

When you’ve input a walker’s information onto the database, you can dispose of paper OHQs securely. Remember, walkers will be carrying ICE (in case of emergency) cards now so you don’t need to keep OHQs for this contact information.

Does your organisation need to keep paper OHQs as well? If they do, they’ll have their own procedures to follow and their own timescales for keeping paper records, so check with them.

If you don’t use the database:

Follow the procedures laid out by your organisation as above.

If you use the database:

If your scheme is run purely by volunteers and you use the database, you should still only keep paper OHQs if you need them. All your walkers’ information is available to you on-line so you can dispose of the OHQs securely once you’re happy you’ve input the data accurately.

But if you do decide you need to keep them, paper OHQs need to be kept as explained above.

If you don’t use the database:

You need to store OHQs and keep them for as long as your walker walks with you. Or if they leave, for 5 years. This means that insurers have access to all relevant information in the event that a third party wants to make a personal injury claim against the WfH national centre.

If your volunteer-administered scheme folds, you haven't been recording OHQ data on the database and you all stop walking for health, please send OHQs securely to the national centre. See contacts for address.

We will store your information for 5 years before disposing of them for you. Your records are kept in case we need to provide information to our insurers if a third party makes a personal injury claim against WfH.

If you have recorded the information from the OHQs onto the database, there is no need to keep OHQs. Please dispose of them securely.

Disposing "securely" means getting rid of the OHQ so that it can’t be put back together again by someone determined to steal a walker’s identity.

You can do this by shredding (preferably using a cross-cut shredder), or you can treat them as confidential waste and place in specially-labelled security waste sacks in your workplace.

OHQs should be sent from walkers and walk leaders to scheme co-ordinators and/or data inputters using special delivery or a tracked courier service. If you’re in a volunteer-run scheme, you can claim a refund for this (ask your regional adviser).

We recommend that OHQs are sent double-packaged to a named recipient. The first envelope should indicate that there is PERSONAL information enclosed. The outer envelope should state PERSONAL or ADDRESSEE ONLY.

OR

OHQs may be handed from a trusted person to a nominated person if they are:

• carried in a secure container (box, briefcase, etc),
• kept in your personal possession at all times, unless it can be stored securely,
• not left unattended in a public place (e.g. taxi, public transport, hotel, etc).

Database inputting should be quality checked to make sure the details have been entered correctly, preferably by someone other than the inputter themselves.

Once you’re happy with the quality of the data entries, the OHQ can be disposed of securely.

Only a select few walkers will be asked if they are willing to take part in research. They are chosen (usually at random) from all those walkers on schemes who use the database fully and who said yes to this question on the OHQ:

21. Are you happy to be contacted to help us evaluate health walks? (Yes / No)

We wait 2 or 3 months after letting you know about research coming up before walkers are contacted. In this time, anyone wanting to change their minds about being contacted can alter their answer to question 21 on the database.

For as long as you have walkers walking those routes!

If a walker has an accident, you will be asked to show that you have conducted a Risk Assessment of the route they were on. You will also need to send an Accident Report as soon as practicable to us at:

Walking for Health
Block B Government Buildings,
Whittington Road,
Worcester, WR5 2LQ

You only need to get rid of Risk Assessments if you stop using that particular route or if you have updated the Assessment in the light of changes, e.g. new hazards. Some routes may need a separate Risk Assessment for different seasons when the conditions under foot can change significantly.

Completed OHQs should NOT be scanned or emailed.

If you send any information in an email or as an attachment to an email, it is the electronic equivalent of a postcard. It can easily be intercepted and read.

But if there is no alternative, and you’re not on the GSI network, send OHQs as an encrypted attachment. The GSI network stands for Government Secure Intranet; most public sector organisations use it to make our IT systems secure.

Completed OHQs can be saved on network drives of GSI (Government Secure Internet) systems only. They should be password protected so that the information can only be seen by those internal colleagues who need to.

Completed OHQs should not be stored on laptops or personal drives (which are copied to laptops).

'Removable media' such as CDs, DVDs,and memory sticks (USBs) should not be used to transfer sensitive or personal data unless:

• There’s a strong business need to do so and
• there is no safer alternative and
• the media (the CD or the stick, etc) or the data itself is encrypted.

Yes, you can. But to avoid the wrong people ending up on the receiving end of a walker’s personal data, here are some tips:

• Remind the recipient about the sensitivities of the material you’re faxing.
• Phone them first to make sure they are at the machine ready to receive the OHQs.
• Send a test sheet first with non-sensitive information and phone to check it’s been received.
• Confirm the number of pages – check they’ve all been received.