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Information from the "How we use your Information" leaflet
Updated for the GDPR and Data Protection Act 2018
Better information, better health
- Why the Practice collects information about you and how it is used
- Who we may share information with
- Your right to see your health records and how we keep your records confidential
Why we collect information about you
In the Practice we aim to provide you with the highest quality of health care. To do this we must keep records about you, your health and the care we have provided or plan to provide to you.
These records may include:
- Basic details about you, such as address, date of birth, next of kin
- Contact we have had with you such as clinical visits
- Details and records about your treatment and care
- Results of x-rays, laboratory test etc.,
- Relevant information from people who care for you and know you well, such as health professionals and relatives
It is good practice for people in the NHS who provide care to:
- discuss and agree with you what they are going to record about you
- give you a copy of letters they are writing about you; and
- show you what they have recorded about you, if you ask.
We will only store your information in identifiable form for a long as in necessary in and in accordance with the NHS England’s Rules found here: -
NHS Records Management code
How your records are used
The people who care for you use your records to:
- Provide a good basis for all health decisions made by you and care professionals
- Allow you to work with those providing care
- Make sure your care is safe and effective, and
- Work effectively with others providing you with care
Others may also need to use records about you to:
- check the quality of care (such as clinical audit)
- protect the health of the public
- keep track of NHS spending
- manage the health service
- help investigate any concerns or complaints you or your family have about your health care
- teach health workers and
- help with research
Some information will be held centrally to be used for statistical purposes. In these instances, we take strict measures to ensure that individual patients cannot be identified.
We use anonymous information, wherever possible, but on occasions we may use personally confidential information for essential NHS purposes such as research and auditing. However, this information will only be used with your consent, unless the law requires us to pass on the information.
The Legal Part
You have a right to privacy under the General Data Protection Regulation 2016 (GDPR) and the Data Protection Act. The Practice needs your personal, sensitive and confidential data in order perform our statutory health duties, in the public interest or in the exercise of official authority vested in the controller in compliance with Article 6 (e) of the GDPR and for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the in compliance with Article 9, (h) of the GDPR.
You have the right to ask for a copy of all records about you.
- Your request should be made to the practice holding your information
- We are required to respond to you within one Month
- You will need to give adequate information (for example full name, address, date of birth NHS number etc.)
To Access your record contact the practice.
If you think anything is inaccurate or incorrect, please inform the Practice as soon as possible. For other rights about the use of your information pleases see our website.
The Practice Data Protection Officer is Paul Couldrey PCIG Consulting Ltd, and is available via email: Couldrey@me.com Tel: 07525 623939
How we keep your records confidential
Everyone working for the NHS has a legal duty to keep information about you confidential.
We have a duty to
- Maintain full and accurate records of the care we provide to you
- Keep records about you confidential, secure and accurate
- Provide information in a format that is accessible to you (i.e., in large type if you are partially sighted).
We will not share information that identifies you for any reason, unless:
- you ask us to do so;
- we ask, and you give us specific permission;
- we must do this by law;
- we have special permission for health or research purposes or
- we have special permission because the interests of the public are thought to be of greater importance than your confidentiality
Our guiding principle is that we are holding your records in
Who are our partner organisations?
We may share information with the following main partner organisations:
- NHS England
- Our Commissioners
- NHS Trusts / Organisation (Hospitals, CCG’s)
- Ambulance Service
- Social Services
We may also share your information, with your consent and subject to strict sharing protocols about how it will be used,
- Education Services
- Local Authorities
- Voluntary Sector Providers
- Private Sector
Anyone who receives information from us also has a legal duty to:
KEEP IT CONFIDENTIAL!
If you believe the Trust has breached any of your Data Protection Rights.
You have a right to complain to the UK supervisory Authority as below.
Cheshire SK9 5AF
Tel: 01625 545745
How Bugbrooke Medical Practice uses your information to provide you with healthcare:
This practice keeps medical records confidential and complies with the General Data Protection Regulation.
We hold your medical record so that we can provide you with safe care and treatment.
We will also use your information so that this practice can check and review the quality of the care we provide. This helps us to improve our services to you.
Other important information about how your information is used to provide you with healthcare.
Registering for NHS care
All patients who receive NHS care are registered on a national database.
This database holds your name, address, date of birth and NHS Number but it does not hold information about the care you receive.
The database is held by NHS Digital, a national organisation which has legal responsibilities to collect NHS data.
More information can be found at: [Link to relevant website] or the phone number for general enquires at NHS Digital 0300 303 5678.
Identifying patients who might be at risk of certain diseases
Your medical records will be searched by a computer programme so that we can identify patients who might be at high risk from certain diseases such as heart disease or unplanned admissions to hospital.
This means we can offer patients additional care or support as early as possible.
This process will involve linking information from your GP record with information from other health or social care services you have used.
Information which identifies you will only be seen by this practice.
More information can be found at: www.neneccg.nhs.uk/your-health or speak to the Practice Manager.
Sometimes we need to share information so that other people, including healthcare staff, children or others with safeguarding needs, are protected from risk of harm.
These circumstances are rare.
We do not need your consent or agreement to do this.
Please see our local policies for more information: https://www.neneccg.nhs.uk/modules/downloads/download.php?file_name=1812
We are required by law to provide you with the following information about how we handle your information.
Data Controller contact details
Bugbrooke Medical Practice
Data Protection Officer contact details
PCIG Consulting Limited
Purpose of the processing
To give direct health or social care to individual patients.
For example, when a patient agrees to a referral for direct care, such as to a hospital, relevant information about the patient will be shared with the other healthcare staff to enable them to give appropriate advice, investigations, treatments and/or care.
To check and review the quality of care. (This is called Audit and clinical governance).
Lawful basis for processing
These purposes are supported under the following sections of the GDPR:
Article 6(1)(e) ‘…necessary for the performance of a task carried out in the public interest or in the exercise of official authority…’; and
Article 9(2)(h) ‘necessary for the purposes of preventative or occupational medicine for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services...”
Healthcare staff will also respect and comply with their obligations under the common law duty of confidence.
Recipient or categories of recipients of the processed data
The data will be shared with:
healthcare professionals and staff in this surgery;
out of hours services;
diagnostic and treatment centres;
or other organisations involved in the provision of direct care to individual patients.
Rights to object
You have the right to object to information being shared between those who are providing you with direct care.
This may affect the care you receive – please speak to the practice.
You are not able to object to your name, address and other demographic information being sent to NHS Digital.
This is necessary if you wish to be registered to receive NHS care.
You are not able to object when information is legitimately shared for safeguarding reasons.
In appropriate circumstances it is a legal and professional requirement to share information for safeguarding reasons. This is to protect people from harm.
The information will be shared with the local safeguarding service.
Right to access and correct
You have the right to access your medical record and have any errors or mistakes corrected. Please arrange to speak to the Practice Manager to discuss the practices ‘subject access request’ policy.
We are not aware of any circumstances in which you will have the right to delete correct information from your medical record; although you are free to obtain your own legal advice if you believe there is no lawful purpose for which we hold the information and contact us if you hold a different view.
GP medical records will be kept in line with the law and national guidance. Information on how long records are kept can be found at: https://digital.nhs.uk/article/1202/Records-Management-Code-of-Practice-for-Health-and-Social-Care-2016 or speak to the practice.
Right to complain
You have the right to complain to the Information Commissioner’s Office. If you wish to complain follow this link https://ico.org.uk/global/contact-us/ or call the helpline 0303 123 1113
Data we get from other organisations
We receive information about your health from other organisations who are involved in providing you with health and social care. For example, if you go to hospital for treatment or an operation the hospital will send us a letter to let us know what happens. This means your GP medical record is kept up-to date when you receive care from other parts of the health service.