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 and secure
- Provide information in a format that is accessible to you (e.g. 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 have to 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—for example, if you had a serious medical condition that may put others you had come into contact with at risk
We hold your records in STRICT CONFIDENCE
Who are our partner organisations?
We may share information with the following main partner organisations:
- Strategic Health Authorities (SHA’s)
- NHS Trusts (Hospital’s, PCT’s)
- Special Health Authorities
- Ambulance Service
We may also share your information, with your consent and subject to strict sharing protocols on how it will be used, with:
- Social Services
- Education Services
- Local Authorities
- Voluntary Sector Providers
- Private Sector
Anyone who receives information from us also has a legal duty to:
KEEP IT CONFIDENTIAL!
Why we collect information about you:
In the National Health Service 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
- Notes and reports about your health
- Details and records about your treatment and care
- Results of x-rays, laboratory tests, 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
How your records are used
The people who care for you use your records to:
- Provide a good basis for all health decisions made in consultation with you and other health care professionals
- Deliver appropriate health care
- Make sure your health care is safe and effective, and
- Work effectively with others providing you with health care
Others may also need to use records about you to:
- Check the quality of health care (such as clinical audit)
- Protect the health of the general 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
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 personal identifiable 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 Data Protection Act 1998 & General Data Protection Regulations 2018 require organisations to notify the Information Commissioner of the purposes for which they process personal information.
You have the right
You have the right to confidentiality under the General Data Protection Regulations 2018 (GDPR), Data Protection Act 1998 (DPA), the Human Rights Act 1998 and the common law duty of confidence (the Disability Discrimination and the Race Relations Acts may also apply)
You also have the right to ask for a copy of all records about you
- Your request must be made in writing to the organisation holding your information
- We are required to respond to you within a calendar month
- You will need to give adequate information (for example full name, address, date of birth, NHS number etc.)
- You will need to be specific about the time period you wish to access as we are unable to comply with excessive requests.
- You will be required to provide ID before any information is released to you
If you think anything is inaccurate or incorrect, please inform the organisation holding your information. We have provided the form below to help you request an amendment to your records.
Amendment Request Form
If you require this information in a different format or you need further information or assistance, please contact Mrs Sally Rees, Practice Manager.
How we use your personal info
Enhanced Data Sharing Model...WHAT DOES THIS MEAN?
You may be asked when you contact the surgery if you are happy for your medical record to be shared with other NHS agencies to whom you may access, or be referred, such as A&E, Out of Hours GPs, District Nurses etc and also for your GP to see information recorded about you by these other NHS Agencies.
This is because we use a computer system called SystmOne which has the functionality to allow sharing of medical information contained in your record with other authorised users with your consent.
It is important that we record your consent to share this information as this means that when you access these other services they will have immediate access to information which could help them treat you such as your allergies and recent medication. Giving your consent now means there will be no delay in the clinician being able to access potentially life-saving information when you are ill.
Allowing your own GP to see information recorded by other agencies means that we can continue to treat you with full knowledge of treatments or care you may be receiving from other places. It could be very dangerous for your GP to issue a prescription without knowledge of medication that you may have been issued by another clinician.
If you have not yet been asked, but would like to define your consent or dissent to this sharing of information, please contact the receptionists at the practice who will be able to record this for you.
For further information please see the leaflet below