Skip to content

Active Hospitals

Using Information and IT

Patient data must be kept securely. It must be up to date, confidentiality must be respected and any data kept must be utilised to effectively develop services.

In this section you will find:

  • information resources already developed like leaflets, posters and videos
  • information on how to produce your own information resources
  • ways to share your resources to create a national resource bank
  • information on IT resources you can use in hospital notes
  • information on the safe use of data

Data Collection tool

We have designed a Data Collection Tool and our vision is that we can pool resources and share data to demonstrate impact across the NHS.

Email us at to get your copy of the data collection tool

Patient information leaflets, posters and promotional materials

Patient and staff-facing resources and promotional material are key to support change in the physical activity culture in an Active Hospital. They are useful tools to reinforce messaging and help improve knowledge and understanding.

Existing Leaflets and Posters

A library of patient leaflets and posters can be found in the resources section. Liaise with Departmental managers to agree issues around printing costs and locations for poster display prior to printing and distribution of leaflets.

New leaflets and posters

We welcome the design of new leaflets and posters, that can be shared through the community of practice. Blank templates can be found with a guide and checklist related to the submission process. All material associated with Moving Medicine will need to be approved centrally prior to use to ensure consistency of branding, message and quality.

Other promotional materials

Those planning to design promotional films and apps might find it useful to liaise directly with the central active team to share experience.

IT Systems and prompts

Creating and implementing IT system prompts are key to influencing change, aiding and educating staff and facilitating the gathering of information.

An example is the ‘physical activity calculator’ within the maternity pathway 12 week booking form.

Departmental information technology clinical governance leads can help facilitate changes.

Ensuring safe use of Information and IT

Adhering to information governance requirements

Ensure staff members are aware and trained in existing Trust governance structures, particularly in relation to data protection, confidentiality for patients, storage and management of patient data e.g. including anonymising data for audits and research processes.

Continuously reducing episodes of harm

A log of information governance incidents related to each pathway should be recorded. This log should be maintained and submitted to departmental Information governance teams. This should be fed back into regular Active Hospital governance meetings. Evidence of learning from these events is essential for patient safety and clinical effectiveness.

We recommend that local protocol is identified and a member of the Active Hospital team is allocated responsibility of Governance lead, with one of their roles being to log information governance incidents and ensure that there is a clear process outlined.

Personalisation of recorded care plans

Information systems can be helpful to create personalised care plans surrounding physical activity. These include use and recording of templates such as the ICAN enablement tool, motivational interviewing and personalised discharge plans with links to the community navigator. These care plans must be kept up to date with a nominated lead professional with clear communication to supporting teams.


Information and IT Governance Matrix

You can use this matrix as a guide and checklist to help you with your Governance framework.

Creating a new Patient Information Leaflet

Here is a guide to creating a new patient information leaflet to be used as part of an Active Hospital. Adapted from OUHFT guidance.