Privacy & Best Practice Policies

Mentorship Policies

Mentorship Working Relationship Policies

This document sets out the policies governing the professional relationship between the Mentor (the clinician) and the Mentee, with a focus on safety, privacy, and mutual respect. These policies are designed to foster a supportive, legally compliant, and psychologically safe environment for mentorship.

1. Purpose and Scope

• These policies apply to all mentorship activities, whether conducted in person, online, or via other communication channels.

• The aim is to ensure a clear, ethical, and safe framework for both parties, in line with UK law and best practice in healthcare mentoring.

2. Patient Information Safety

• No patient-identifiable information should be shared by either party during mentorship sessions, unless anonymised and strictly necessary for educational purposes.

• Any discussion of clinical cases must remove all details that could directly or indirectly

identify a patient.

• Both parties must comply with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 regarding the handling of any personal or sensitive data.

3. Building a Psychologically Safe Relationship

• The mentorship relationship is based on mutual respect, trust, and confidentiality.

• Both Mentor and Mentee are expected to foster an environment where questions, concerns, and mistakes can be discussed openly without fear of judgement or reprisal.

• Discrimination, harassment, or bullying of any kind will not be tolerated.

• Either party may raise concerns about the relationship or process at any time, and these will be addressed promptly and sensitively.

4. Privacy Rules (UK Law)

• All personal data shared in the context of mentorship will be treated as confidential and processed in accordance with UK privacy laws.

• Information about the Mentee’s professional or personal circumstances will not be disclosed to third parties without explicit, written consent, except where required by law (e.g., safeguarding concerns or legal obligations).

• Both parties agree to use secure communication channels (e.g., encrypted email, secure video platforms) for all mentorship interactions.

5. Information Governance

• The Mentor and Mentee will adhere to NHS and professional body guidelines on information governance, including the Caldicott Principles and GMC guidance.

• Any records or notes taken during mentorship sessions will be stored securely, with access limited to the Mentor and Mentee.

• Data will be retained only as long as necessary for the purposes of mentorship and will be securely deleted or destroyed thereafter.

6. Safe Keeping of Data

• Electronic data will be stored on password-protected devices or secure cloud services compliant with UK data protection standards.

• Physical documents (if any) will be kept in locked storage accessible only to the Mentor.

• In the event of a data breach, both parties will cooperate fully to mitigate risks and comply with reporting obligations under GDPR.

7. Rules of Engagement

• The mentorship relationship is voluntary and may be ended by either party at any time, with reasonable notice and a commitment to a respectful conclusion.

• Sessions will be scheduled at mutually convenient times and locations, with clear boundaries regarding contact outside agreed hours.

• Both parties agree to provide honest feedback and to approach the relationship with a spirit of learning and professional development.

8. Review and Amendments

• These policies will be reviewed annually or as required to reflect changes in law, regulation, or best practice.

• Amendments may be made by mutual agreement, with written confirmation from both parties.

By entering into this mentorship relationship, both Mentor and Mentee agree to abide by the above policies, ensuring a safe, respectful, and productive experience for all involved.

Guides:

Information Commissioner’s Oﬃce (ICO) – Guide to Data Protection

General Medical Council (GMC) – Confidentiality: Good Practice in Handling Patient Information

Best Practices for Ensuring a Psychologically Safe Mentorship Environment

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Creating a psychologically safe environment is essential for eﬀective mentorship. It allows mentees to express themselves openly, take risks, and learn from mistakes without fear of negative consequences. Here are the best practices to foster such an environment:

1. Build Trust and Openness

• Active Listening: Give your full attention, listen without interruption, and show genuine interest in the mentee’s thoughts and feelings.

• Empathy: Demonstrate understanding and compassion for the mentee’s experiences and challenges.

• Transparency: Be open about your own experiences, including mistakes and learning moments, to normalise vulnerability.

2. Set Clear Expectations

• Define Boundaries: Clearly outline the scope, goals, and confidentiality of the mentorship relationship at the outset.

• Mutual Agreement: Agree on how feedback will be given and received, and what both parties hope to achieve.

3. Foster Inclusivity and Respect

• Value Diversity: Encourage the sharing of diﬀerent perspectives and experiences, and ensure everyone feels included and valued.

• Civility and Humility: Use respectful language, acknowledge mistakes, and show appreciation for contributions.

• Non-Judgmental Attitude: Create a space where mentees can share concerns or admit gaps in knowledge without fear of ridicule.

4. Encourage Open Communication

• Ask Open-Ended Questions: Invite mentees to share their thoughts, ideas, and concerns freely.

• Regular Check-Ins: Schedule consistent meetings and check-ins to maintain open lines of communication.

• Feedback Loops: Actively seek and provide constructive feedback, and encourage mentees to do the same.

5. Model Vulnerability and Growth Mindset

• Share Your Own Learning: Talk about your own challenges and how you overcame them, showing that learning is a continuous process.

• Embrace Mistakes: Treat errors as learning opportunities and encourage mentees to do the same.

• Promote Experimentation: Support mentees in trying new approaches and reassure them that setbacks are part of growth.

6. Ensure Confidentiality and Privacy

• Safe Spaces: Choose meeting environments—physical or virtual—where privacy is respected and conversations remain confidential.

• Information Governance: Adhere to relevant data protection and privacy standards, especially in healthcare settings.

7. Tailor Support to Individual Needs

• Personal Connections: Get to know your mentee as an individual and adapt your approach to their unique needs and preferences.

• Empowerment: Encourage autonomy and support the mentee’s ability to contribute ideas and make decisions.By consistently applying these practices, mentors can create a supportive, inclusive, and psychologically safe environment that enables mentees to thrive, take risks, and achieve meaningful growth.

Policy for Group Mentorship Consultations

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This policy outlines the standards and procedures for conducting group mentorship consultations in a healthcare context. It is informed by guidance from the British Psychological Society (BPS), the Royal College of General Practitioners (RCGP), and other reputable sources.

This policy is specific to group mentorship and does not pertain to group therapy or clinical group interventions.

1. Purpose and Scope

• This policy applies to all group mentorship sessions facilitated by the mentor, whether in- person or online.

• The focus is on professional development, peer learning, and support for clinicians and healthcare professionals.

• Group mentorship is distinct from group therapy; no clinical or therapeutic interventions are provided.

2. Confidentiality and Information Governance

• Confidentiality must be established at the outset of each group session. The facilitator will explain the importance of privacy and secure handling of any shared information, in line with BPS and RCGP recommendations.

• No patient-identifiable information is to be discussed. Any case discussions must be fully

anonymised.

• All participants must agree to group confidentiality rules, including not sharing information discussed within the group outside the session.

• Digital sessions must use secure, password-protected platforms. Attendance lists should be managed to ensure only invited participants are present.

3. Psychological Safety and Group Dynamics

• The facilitator will set clear expectations for respectful, inclusive, and psychologically safe interactions, drawing on BPS guidance for group work.

• Group guidelines and boundaries will be co-created at the start of each session and reviewed regularly.

• The facilitator will encourage open communication, active listening, and equal participation, ensuring that all voices are heard and no individual dominates the discussion.

• Any concerns about group dynamics or psychological safety can be raised confidentially with the facilitator.

4. Privacy and Consent

• Participation in group mentorship is voluntary. Informed consent will be obtained from all participants regarding the nature and purpose of the group, the sharing of professional experiences, and the confidentiality agreement.

• No personal or sensitive data will be recorded or stored without explicit consent. Any notes taken will be anonymised and securely stored in compliance with UK data protection laws.

5. Structure and Facilitation

• Group mentorship sessions will be structured, with a clear agenda and defined roles for the facilitator and participants.

• The facilitator will provide orientation to any digital platforms used and ensure all participants are comfortable with the technology.

• Group size will be managed to allow meaningful participation (typically 6–12 participants per session).

• The facilitator will monitor group dynamics and provide support as needed, including follow-up for any participant who appears distressed or disengaged.

6. Distinction from Group Therapy

• These sessions are not group therapy. No clinical diagnoses, treatment plans, or therapeutic interventions will be provided.

• The focus is on mentorship, professional growth, and peer support within a safe, non- clinical environment.

7. References to Professional Guidance

• British Psychological Society (BPS): Guidance on group interventions, digital group facilitation, and psychological safety in group settings.

• Royal College of General Practitioners (RCGP): Best practices for group consultations, including confidentiality, group agreements, and facilitation.

• Additional sources: NHS England and other professional bodies recommend clear boundaries, secure communication, and structured facilitation for group mentorship and education sessions.

8. Review and Amendments

• This policy will be reviewed annually or as required to reflect updates in professional guidance or changes in law.

• Amendments may be made by mutual agreement and with reference to the latest guidance from BPS, RCGP, and other relevant authorities.

By participating in group mentorship consultations, all parties agree to uphold these standards,

ensuring a safe, respectful, and eﬀective environment for professional development.

Key References:

• British Psychological Society: Digital Group Interventions Guidance

• Royal College of General Practitioners: Group Consultation Framework

• NHS England: Group Consultations Toolkit

• Healthcare Mentorship Best Practices