The Redbridge Surgery has a legal duty to explain how we use any personal information we collect about you, as a registered patient, at the practice. Staff at this practice maintain records about your health and the treatment you receive in electronic and paper format.
What information do we collect about you?
We will collect information such as personal details, including name, address, next of kin, records of appointments, visits, telephone calls, your health records, treatment and medications, test results, X-rays, etc. and any other relevant information to enable us to deliver effective medical care.
How we will use your information
Your data is collected for the purpose of providing direct patient care; however, we can disclose this information if it is required by law, if you give consent or if it is justified in the public interest. The practice may be requested to support research; however, we will always gain your consent before sharing your information with medical research databases such as the Clinical Practice Research Datalink and QResearch or others when the law allows.
In order to comply with its legal obligations, this practice may send data to NHS Digital when directed by the Secretary of State for Health under the Health and Social Care Act 2012. Additionally, this practice contributes to national clinical audits and will send the data that is required by NHS Digital when the law allows. This may include demographic data, such as date of birth, and information about your health which is recorded in coded form; for example, the clinical code for diabetes or high blood pressure.
Processing your information in this way and obtaining your consent ensures that we comply with Articles 6(1)(c), 6(1)(e) and 9(2)(h) of the GDPR.
Records which we hold about you may include the following information; · Details about you, such as your address, carer, legal representative, emergency contact details, previous medical history · Any contact the Practice has had with you, such as appointments, clinic visits, emergency treatment, etc. · Notes and records 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 Practice for clinical audit to monitor the quality of services we provide to you.
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. Occasionally your information may be requested to be used for research purposes –The Redbridge Surgery will always gain your consent before releasing information for this purpose.
Maintaining confidentiality and accessing your records
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, Data Security and Records Management · Information: To share or not to share review
Every member of staff working within The Redbridge Surgery 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 principles following Dame Fiona Caldicott’s information sharing review 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 Practice policies, 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 Practices NHS Commissioning Support Units
Independent contractors such as dentists, opticians, pharmacies Private Sector Providers Voluntary Sector Providers Ambulance Trusts Clinical Commissioning Groups Social Care Services Health and Social Care Information Centre Local Authorities Education Services Fire and Rescue Services Police and Judicial Services 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 when 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.
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
You will need to complete a Subject Access Request (SAR). Please ask at reception for a SAR form and you will be given further information.
We are required to respond in 30 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.
Change of details It is important to inform us if any of your details change such as your name or address or if we have documented any of your details incorrectly so amendments can be made. You have a responsibility to inform us of any changes so our records are kept accurate and up to date for you.
Notification The Data Protection Act 1998 requires organisations 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 – www.ico.org.uk The Redbridge Surgery is registered with the Information Commissioners Office (ICO)
Risk stratification
Risk stratification is a mechanism used to identify and subsequently manage those patients deemed as being at high risk of requiring urgent or emergency care. Usually this includes patients with long-term conditions, e.g. cancer. Your information is collected by a number of sources, including The Redbridge Surgery; this information is processed electronically and given a risk score which is relayed to your GP who can then decide on any necessary actions to ensure that you receive the most appropriate care.
Invoice validation
Your information may be shared if you have received treatment to determine which Clinical Commissioning Group (CCG) is responsible for paying for your treatment. This information may include your name, address and treatment date. All of this information is held securely and confidentially; it will not be used for any other purpose or shared with any third parties.
Opt-outs
You have a right to object to your information being shared. Should you wish to opt out of data collection, please contact a member of staff who will be able to explain how you can opt out and prevent the sharing of your information; this is done by registering to opt out online (national data opt-out programme) or if you are unable to do so or do not wish to do so online, by speaking to a member of staff.
Retention periods
The data will be retained in line with the law and national guidance. https://digital.nhs.uk/article/1202/Records-Management-Code-of-Practice-forHealth-and-Social-Care-2016
What to do if you have any questions
Should you have any questions about our privacy policy or the information we hold about you, you can ask to speak to the practice manager.
We regularly review our privacy policy and any updates will be published on our website, in our newsletter and on posters to reflect the changes.
This policy is to be reviewed 1.04.2020