Annual Report 2012: Spain’s National Preventive Mechanism Clinical records must be computerized and connected with the general healthcare network, and guarantee the confidentiality of the information The functions of the professionals rendering services in the center must be defined Excess rotation of personnel must be avoided The center’s layout is reminiscent of a small village 202. The center that was inspected does not have computerized clinical records or connection to the general healthcare network. In consequence, information regarding health care issues of some patients or their current diagnosis and treat­ ment has to be found by searching through paper files, some of which are very old. The center also lacks a common database and systems to guarantee the con­ fidentiality of the data. Each building operates with its own data processing sys­ tem, and some discrepancies were observed between these data and the ones pro­ vided by the Department of Social Work. In consequence, appropriate measures must be adopted to mitigate these deficiencies. 203. The workers at «San José» Residence are subject to the «Framework Agree­ ment for Clinical Personnel» (acuerdo marco de personal clínico), also applicable to the Toledo Provincial Hospital, which refers mainly to hospital functions and is thus not suitable for the center, where many tasks that are essential in caring for the residents are not included. The center needs to establish an internal organiza­ tional system with the job descriptions of the professionals who work there. 204. Staff substitutions are handled by means of the so-called one-day «urgent substitution contract» that are managed by the center itself of which there were about 400 every month. Even though the number of these contracts is diminish­ ing, as noted, it is necessary to adopt necessary measures to avoid an excessive level of staff rotation and its repercussion on care of the residents. 205. The «San José» Residence was built in the decade of the sixties, with a struc­ ture that is reminiscent of a small village. In the middle of the complex there is a square with a kiosk, reading room, hairdressers, cafeteria and game room, al­ though during the inspection visit the team only saw the cafeteria in operation. The game room is closed, and has dampness and paint peeling from the ceiling. There is also a church, with daily mass, a swimming pool and outdoor area with some fitness equipment for elderly persons. This equipment is not properly se­ cured to the ground, and is thus not used. «Square» with the center’s Photograph 56 facilities and services 148 THE OMBUDSMAN OF SPAIN