Access to Patient Information

We store all our patients’ medical records on our practice computer system (SystmOne). The NHS is committed to developing electronic patient records (EPRs) so health information can be shared between the clinicians responsible for your care.

We are responsible for the accuracy and safe-keeping of your medical record. You can help us to keep it accurate by informing us of any change to your name, address or telephone number and by ensuring that we have full details of your medical history.

If you change practice we will send back your medical record to NHs England Patient Services, to be forwarded on to your new GP. However, entries into your EPR made whilst you were registered with us will remain in our computer archives.

You have the right to keep your personal health information confidential between you and your doctor. This applies to everyone over the age of 16 years and in certain cases to those under 16 years. The law does impose a few exceptions to this rule but apart from these, mentioned below, you have a right to know who has access to your medical record.

We have to respect a balance between your privacy and good practice. We will normally share information with other health professionals involved in your health care unless you ask us not to do so. These people work for a variety of organisations such as NHS Trusts, CCGs, social services or private hospitals. Our nursing team have access to medical records. They are governed by the same professional codes of confidentiality as the GPs and will not disclose health information without your consent.

Administration staff also deal with medical records. They notify NHs England of registration details, scan hospital letters and input data into EPRs and file information which cannot be scanned into manual records.

When Do We Disclose Information?

We are required by law to notify the government of various diseases, for public health reasons. Law courts can also require that GPs disclose information to them (non-cooperation on the part of GPs can be severely punished).

A patient’s written consent is always required before any information is given to solicitors or life assurance companies. When completing an insurance report a GP must disclose all relevant medical conditions. You can ask to see the report before it is sent back to the company but if you instruct us not to make a full disclosure we have to inform the insurance company of your instructions. Limited information is shared with NHS England to organise national breast and cervical screening programmes.

Local authority and government agencies such as social services or the Benefits Agency may require medical reports. These do not have to include your written consent but we will assume that you wish us to complete these reports in your best interests. Failure to co-operate with these agencies can lead to loss of benefits or other support.

We are required by law to allow you access to your computer and written medical records. Requests need to be made in writing and we are allowed to charge a fee to cover our administration and any photocopying.

We have a duty to keep your medical records up to date. A patient is allowed to correct any errors of fact that may have crept into their medical records over the years.

To protect your privacy and confidentiality, we will not normally disclose any medical information over the telephone unless we are sure we are talking to you. This means that we will not disclose information to family, friends or colleagues about any medical matters unless we know we have your agreement to do so.

Access To Your Medical Records

You have a right of access to your health records. The Data Protection Act 1998 gives you the right to access information held on computer and in certain manual records. Please ask reception staff for a leaflet giving guidance on how to access your medical records.

Freedom Of Information – Publication Scheme

The Freedom of Information Act 2000 obliges the practice to produce a Publication Scheme. A Publication Scheme is a guide to the ‘classes’ of information the practice intends to routinely make available.

IMPORTANT – REGARDING SHARING OF PATIENT INFORMATION

The way information is shared between healthcare organisations has is changing. Please read the following information and leaflets provided.

Once you have read this information if you wish to opt-out of any aspect of data sharing please request an opt out form from the reception staff.

Summary Care Record

Your Summary Care Record allows information to be accessible electronically by NHS Healthcare staff caring for you regarding your current medications, any bad reactions to medications and allergies.

If you opt not to have a summary care record, this means NHS healthcare staff caring for you may not be aware of your current medications, any bad reactions to medicines you have had and any allergies you suffer from, in order to treat you safely in an emergency. Should they require this information either in an emergency or as part of your care, this information can be requested by them from the GP Practice and be provided by letter, fax or phone during practice opening hours.

If you have any questions, or if you want to discuss your choices, please:

  • Phone the summary care record information line on 0300 123 3020
  • Contact your local Patient Advice and Liaison Service (PALS); or
  • Contact your GP Practice

Health and Social Care Information Centre (HSCIC)

Please read the leaflet ‘How information about you helps us to provide better care’
This provides information regarding the Health and Social Care Information Centre (HSCIC) and how it collects and uses patient data.

Patient Leaflet:

http://www.england.nhs.uk/wp-content/uploads/2014/01/cd-leaflet-01-14.pdf

 

Privacy Statement

How we use your personal information

This fair processing notice explains why the GP practice collects information about you and how that information may be used.

The health care professionals who provide you with care maintain records about your health and any treatment or care you have received previously (e.g. NHS Trust, GP Surgery, Walk-in clinic, etc.). These records help to provide you with the best possible healthcare.

NHS health records may be electronic, on paper or a mixture of both, and we use a combination of working practices and technology to ensure that your information is kept confidential and secure. Records which this GP Practice holds about you may include the following information;

  • Details about you, such as your address, carer, legal representative, emergency contact details or next of kin.
    • Any contact the surgery has had with you, such as appointments, clinic visits, emergency appointments, etc.
    • Notes and reports about your health
    • Details about your treatment and care
    • Results of investigations such as laboratory tests, x-rays etc
    • Relevant information from other health professionals, relatives or those who care for you

To ensure you receive the best possible care, your records are used to facilitate the care you receive. Information held about you may be used to help protect the health of the public and to help us manage the NHS. Information may be used within the GP practice for clinical audit to monitor the quality of the service provided.

Some of this information will be held centrally and used for statistical purposes. Where we do this, we take strict measures to ensure that individual patients cannot be identified.
Sometimes your information may be requested to be used for research purposes – the surgery will always gain your consent before releasing the information for this purpose.

  Risk Stratification

Risk stratification data tools are increasingly being used in the NHS to help determine a person’s risk of suffering a particular condition, preventing an unplanned or (re)admission and identifying a need for preventive intervention. Information about you is collected from a number of sources including NHS Trusts and from this GP Practice. A risk score is then arrived at through an analysis of your de-identified information using software managed by TPP, and is only provided back to your GP as data controller in an identifiable form. Risk stratification enables your GP to focus on preventing ill health and not just the treatment of sickness. If necessary your GP may be able to offer you additional services.
Please note that you have the right to opt out of your data being used in this way.

Medicines Management

The Practice may conduct Medicines Management Reviews of medications prescribed to its patients. This service performs a review of prescribed medications to ensure patients receive the most appropriate, up to date and cost effective treatments. This service is provided to practices within North Yorkshire through Harrogate and Rural District Clinical Commissioning Group.

The care.data programme – collecting information for the health of the nation

How do we maintain the confidentiality of your records?

We are committed to protecting your privacy and will only use information collected lawfully in accordance with:

  • Data Protection Act 1998
    • Human Rights Act 1998
    • Common Law Duty of Confidentiality
    • Health and Social Care Act 2012
    • NHS Codes of Confidentiality, Information Security and Records Management
    • Information: To Share or Not to Share Review

Every member of staff who works for an NHS organisation has a legal obligation to keep information about you confidential.

We will only ever use or pass on information about you if others involved in your care have a genuine need for it. We will not disclose your information to any third party without your permission unless there are exceptional circumstances (i.e. life or death situations), where the law requires information to be passed on and / or in accordance with the new information sharing principle following Dame Fiona Caldicott’s information sharing review (Information to share or not to share) where “The duty to share information can be as important as the duty to protect patient confidentiality.” This means that health and social care professionals should have the confidence to share information in the best interests of their patients within the framework set out by the Caldicott principles. They should be supported by the policies of their employers, regulators and professional bodies.

Who are our partner organisations?

We may also have to share your information, subject to strict agreements on how it will be used, with the following organisations;

  • NHS Trusts / Foundation Trusts
    • GP’s
    • NHS Commissioning Support Units
    • Independent Contractors such as dentists, opticians, pharmacists
    • Private Sector Providers
    • Voluntary Sector Providers
    • Ambulance Trusts
    • Clinical Commissioning Groups
    • Social Care Services
    • Health and Social Care Information Centre (HSCIC)
    • Local Authorities
    • Education Services
    • Fire and Rescue Services
    • Police & Judicial Services
    • Voluntary Sector Providers
    • Private Sector Providers
    • Other ‘data processors’ which you will be informed of

You will be informed who your data will be shared with and in some cases asked for explicit consent for this happen when this is required.

We may also use external companies to process personal information, such as for archiving purposes. These companies are bound by contractual agreements to ensure information is kept confidential and secure.

 

Access to personal information

You have a right under the Data Protection Act 1998 to request access to view or to obtain copies of what information the surgery holds about you and to have it amended should it be inaccurate. In order to request this, you need to do the following:

  • Your request must be made in writing to the GP – for information from the hospital you should write direct to them
    • There may be a charge to have a printed copy of the information held about you
    • We are required to respond to you within 40 days
    • You will need to give adequate information (for example full name, address, date of birth, NHS number and details of your request) so that your identity can be verified and your records located

Objections / Complaints

Should you have any concerns about how your information is managed at the GP, please contact the Practice Manager. If you are still unhappy following a review by the GP practice, you can then complain to the Information Commissioners Office (ICO) via their website (www.ico.gov.uk).

If you are happy for your data to be extracted and used for the purposes described in this privacy notice then you do not need to do anything.  If you have any concerns about how your data is shared then please contact the practice.

Cookies

A cookie is a small file, typically of letters and numbers, downloaded on to a device (like your computer or smart phone) when you accesses certain websites.

Cookies allow a website to recognise a user’s device.

Some cookies help websites to remember choices you make (e.g. which language you prefer if you use the Google Translate feature). Analytical cookies are to help us measure the number of visitors to a website. The two types we use are ‘Session’ and ‘Persistent’ cookies. Some cookies are temporary and disappear when you close your web browser, others may remain on your computer for a set period of time.

We do not knowingly collect or intend to collect any personal information about you using cookies. We do not share your personal information with anyone.

What can I do to manage cookies on my devices?

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.

To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

If you are concerned about cookies and would like to ask further questions please do not hesitate to write to our website developers – support@gpsurgery.net

Change of Details

It is important that you tell the person treating you if any of your details such as your name or address have changed or if any of your details such as date of birth is incorrect in order for this to be amended. You have a responsibility to inform us of any changes so our records are accurate and up to date for you.

Notification

The Data Protection Act 1998 requires organisation’s to register a notification with the Information Commissioner to describe the purposes for which they process personal and sensitive information.

This information is publicly available on the Information Commissioners Office website  http://www.ico.org.uk

The practice is registered with the Information Commissioners Office (ICO).

Who is the Data Controller?

The Data Controller, responsible for keeping your information secure and confidential is:

Andrew King – Managing Partner

Complaints

Should you have any concerns about how your information is managed by the Practice please contact the Practice Manager at the following address:

leedsroadpractice@nhs.net

If you are still unhappy following a review by the Practice you can then complain to the Information Commissioners Office (ICO).  www.ico.org.uk, casework@ico.org.uk, telephone: 0303 123 1113 (local rate) or 01625 545 745

This website uses cookies.

A cookie is a small file, typically of letters and numbers, downloaded on to a device (like your computer or smart phone) when you accesses certain websites.

Cookies allow a website to recognise a user’s device.

Some cookies help websites to remember choices you make (e.g. which language you prefer if you use the Google Translate feature). Analytical cookies are to help us measure the number of visitors to a website. The two types we use are ‘Session’ and ‘Persistent’ cookies. Some cookies are temporary and disappear when you close your web browser, others may remain on your computer for a set period of time.

We do not knowingly collect or intend to collect any personal information about you using cookies. We do not share your personal information with anyone.

What can I do to manage cookies on my devices?

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.

To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

If you are concerned about cookies and would like to ask further questions please do not hesitate to write to our website developers – support@gpsurgery.net