Disability Access

The Practice building has been designed for disabled access. There is a disabled access point at the reception desk and disabled toilets.

We would ask that you let us know if you need help as your disability may not be a visible one. We would also welcome any suggestions you may have in making your visit to the surgery easier.

Loop System

We have a loop induction system at the reception desk to assist the hearing impaired.

• British Deaf Association
• The Deaf Health Charity – SignHealth
• Action Hearing Loss
• Royal Association for Deaf People
• National Deaf Children’s Society

Blind / Partially Sighted

If you or family members are blind or partially sighted we can give you a large print of our practice leaflet upon request. Please ask Reception for further information.

For more advice and support for blind people please see the following websites:

• Royal National Institute of Blind People (RIND)
• British Wireless for the Blind Fund
• British Blind Sport

Guide Dogs

Guide dogs are welcome at the surgery but we ask that you be aware of other patients and staff who may have an allergy or fear of dogs.

Further Information:

• Guide Dogs

Other Disability Websites

• BID Services
• Disability Go
• Disabled People, your Rights, Benefits, Carers and the Equality Act
• Disability Rights UK
• Living with a Disability NHS Choices
• Disability Action
• Mencap

To apply for access to your medical records, write to Dr. Thakrar/Dr Patel.

You do not need to give a reason for wanting to see them.

An appointment will be arranged, and a fee will be charged when you attend.

The Accessible Information Standard tells us how we should make sure that disabled patients receive information in formats that they can understand and receive appropriate support to help them to communicate.  We must follow the Accessible Information Standard by law. These standards include ensuring that people get information in different formats if they need it, such as: large print, braille, easy read, email etc.

Further information can be found on NHS England’s website at: www.england.nhs.uk/ourwork/patients/accessibleinfo/

Please let the receptionists know if you require any communication or information support needs.

Introduction

Closed circuit television (CCTV) is installed at the Practice premises for the purposes of staff, patient and premises security. Cameras are located at various places on the premises, and images from the cameras are recorded.

The use of CCTV falls within the scope of the Data Protection Act 1998 (“the 1998 Act”). This code of practice follows the recommendations issued by the Data Protection Commissioner in accordance with powers under Section 51 (3)(b) of the 1998 Act.

In order to comply with the requirements of the 1998 Act, data must be:

• fairly and lawfully processed
• processed for limited purposes and not in any manner incompatible with those purposes
• adequate, relevant and not excessive
• accurate
• not kept for longer than is necessary
• processed in accordance with individuals’ rights
• secure

Data Protection Statement

1. Acrefield Surgery under Section 4(4) of the Act and are Dr S Patel & Dr D Thakrar
2. CCTV is installed for the purpose of staff, patient and premises security.
3. Access to stored images will be controlled on a restricted basis within the Practice.
4. Use of images, including the provision of images to a third party, will be in accordance with the Practice’s Data Protection registration.
5. External and internal signage is displayed on the premises and on the Practice website stating of the presence of CCTV, and indicating the names of the Data Controllers and a contact number during office hours for enquiries.

Retention of Images

Images from cameras are recorded on disc/computer system (“the recordings”). Where recordings are retained for the purposes of security of staff, patient and premises, these will be held in secure storage, and access controlled. Recordings which are not required for the purposes of security of staff, patient and premises, will not be retained for longer than is necessary.

Access to Images

It is important that access to, and disclosure of, images recorded by CCTV and similar surveillance equipment is restricted and carefully controlled, not only to ensure that the rights of individuals are preserved, but also to ensure that the chain of evidence remains intact should the images be required for evidential purposes.

Access to Images by Practice Staff

Access to recorded images is restricted to Acrefield Surgery who will decide whether to allow requests for access by Data Subjects and/or third parties (see below).

Viewing of images must be documented as follows:

• the name of the person removing from secure storage, or otherwise accessing, the recordings
• the date and time of removal of the recordings
• the name(s) of the person(s) viewing the images (including the names and organisations of any third parties)
• the reason for the viewing
• the outcome, if any, of the viewing
• the date and time of replacement of the recordings

Removal of Images for Use in Legal Proceedings

In cases where recordings are removed from secure storage for use in legal proceedings, the following must be documented:

• the name of the person removing from secure storage, or otherwise accessing, the recordings
• the date and time of removal of the recordings
• the reason for removal
• any crime incident number to which the images may be relevant
• the place to which the recordings will be taken
• the signature of the collecting police officer, where appropriate
• the date and time of replacement into secure storage of the recordings

Access to Images by Third Parties

Requests for access to images will be made using the ‘Application to access to CCTV images’ form (which is at Appendix 1), accompanied by a fee of Acrefield Surgery (which is non-refundable if the request is declined).

The Data Controllers of Acrefield Surgery  will assess applications and decide whether the requested access will be permitted. Disclosure of recorded images to third parties will only be made in limited and prescribed circumstances. For example, in cases of the prevention and detection of crime, disclosure to third parties will be limited to the following:

• law enforcement agencies where the images recorded would assist in a specific criminal enquiry
• prosecution agencies
• relevant legal representatives
• the press/media, where it is decided that the public’s assistance is needed in order to assist in the identification of victim, witness or perpetrator in relation to a criminal incident. As part of that decision, the wishes of the victim of an incident should be taken into account
• people whose images have been recorded and retained (unless disclosure to the individual would prejudice criminal enquiries or criminal proceedings)

All requests for access or for disclosure should be recorded. If access or disclosure is denied, the reason should be documented as above.

Disclosure of Images to the Media

If it is decided that images will be disclosed to the media (other than in the circumstances outlined above), the images of other individuals must be disguised or blurred so that they are not readily identifiable.

If the CCTV system does not have the facilities to carry out that type of editing, an editing company may need to be used to carry it out.

If an editing company is used, then the Data Controllers must ensure that there is a contractual relationship between them and the editing company, and;

• that the editing company has given appropriate guarantees regarding the security measures they take in relation to the images
• the written contract makes it explicit that the editing company can only use the images in accordance with the instructions of the Data Controllers
• the written contract makes the security guarantees provided by the editing company explicit

Access by Data Subjects

This is a right of access, which is provided by section 7 of the 1998 Act. Requests for access to images will be made using the ‘Application to access to CCTV images’ form (which is at Appendix 1), accompanied by a fee of Acrefield Surgery  (non-refundable if the request is declined).

Individuals should also be provided with the CCTV Policy and Code of Practice leaflet [*] which describes the type of images which are recorded and retained, the purposes for which those images are recorded and retained, and information about the disclosure policy in relation to those images.

Procedures for Dealing with an Access Request

All requests for access by Data Subjects will be dealt with by the Practice Manager.

The Data Controllers will locate the images requested. The Data Controllers will determine whether disclosure to the Data Subject would entail disclosing images of third parties.

The Data Controllers will need to determine whether the images of third parties are held under a duty of confidence. In all circumstances the Practice’s indemnity insurers will be asked to advise on the desirability of releasing any information.

If third party images are not to be disclosed, the Data Controllers will arrange for the third party images to be disguised or blurred. If the CCTV system does not have the facilities to carry out that type of editing, an editing company may need to be used to carry it out. If an editing company is used, then the Data Controllers must ensure that there is a contractual relationship between them and the editing company, and that

• the editing company has given appropriate guarantees regarding the security measures they take in relation to the images
• the written contract makes it explicit that the editing company can only use the images in accordance with the instructions of the Data Controllers
• the written contract makes the security guarantees provided by the editing company explicit

The Practice Manager will provide a written response to the Data Subject within 21 days of receiving the request setting out the Data Controller’s’ decision on the request.

A copy of the request and response should be retained.

Complaints

Complaints must be in writing, and addressed to the Practice Manager. Where the complainant is a third party, and the complaint or enquiry relates to someone else, the written consent of the patient or Data Subject is required. All complaints will be acknowledged within 7 days, and a written response issued within 21 days.

Appendix 1

Data Protection Act – Application for CCTV Data Access

ALL Sections must be fully completed. Attach a separate sheet if needed.

On receipt of a fully completed application and the fee of Acrefield Surgery, a response will be provided as soon as possible and in any event within 40 days. In the event of a declined application the fee is non-refundable.

March 2019

Interpreting Service

If English is not your first language, and you have no family or friends to translate for you we can arrange a telephonic interpreter service. We need a minimum of 48 hours to arrange this. There are several languages spoken by our team who would be happy to assist.

What is a Privacy Notice and why does it apply to me?

A Privacy Notice tells people how organisations use information that they hold about them. A law called the General Data Protection Regulation 2016, also known as GDPR, and the new Data Protection Act 2018 says that we need to provide you with this Privacy Notice and let you know:

• What information we hold about you
• How we keep this very important information safe and secure and where we keep it
• How we use your information
• Who we share your information with
• What your rights are
• When the law gives us permission to use your information

Why does the law give you permission to use my information?

The law gives us permission to use your information in situations where we need it to take care of you. Because information about your health is very personal, sensitive and private to you, the law is very strict about how we use it.

So, before we can use your information in the ways we have set out in this Privacy Notice, we have to have a good reason in law, which is called a ‘lawful basis’.  Not only do we have to do that, but we also have to show that your information falls into a special group or category, because it is very sensitive. By doing this the law makes sure we only use your information to look after you and that we do not use it for any other reason.

If you would like more information about this please ask to speak to our Data Protection Officer (DPO) mentioned in this Privacy Notice who will explain this in more detail.

About us

We, at the Acrefield  Surgery at 700 Field End Road , South Ruislip  HA4 0QR are responsible for collecting, storing and handling your information when you registered with us as a patient. Because we do this, the law says we are Data Controllers. Sometimes we may use your information for a particular purpose and when we do so, the law says we are Data Processors.

What information do you hold about me?

We hold information about you such as:

• Your name
• Address
• Mobile number
• Information about your parent(s) or person with parental responsibility
• All your health records
• Appointment records
• Visits to see your GP
• Treatments you have had
• Medicines prescribed for you and any other information to help us look after you

How Do You Keep It Safe?

• The law says that we must do all we can to keep your information private, safe and secure.
• We use secure computer systems and we make sure that any written information held about you is under lock and key and kept in a safe place. This includes taking great care with any passwords we use which we change on a regular basis. We also train our staff to respect your privacy and deal with your information in a manner that makes sure it is always kept and dealt with in a safe way.

What do you do with my information?

• We only usually use your information to help us care for you. That means we might need to share your information with other people who are concerned and involved with looking after your health.
• We might need to share your information with the police, courts, social services, solicitors and other people who have a right to your information, but we always make sure that they have a legal right to see it (or have a copy of it) before we provide it to them.

Who else will see my information?

• Usually only doctors, nurses and other people who work with us are allowed to see your information.
• Sometimes though, if you need to go to the hospital or be seen by a special doctor, we will share your information with them but this only so that we can take care of you.
• Sometimes we might be asked to take part in medical research that might help you in the future. We will always ask you or your parent(s) or adult with parental responsibility if we can share your information if this happens.
• Possibly the police, social services, the courts and other organisations and people who may have a legal right to see your information.

What are my rights?

• If you want to see what information we hold about you then you have a right to see it and you can ask for it.
• To ask for your information you will usually need to put your request in writing and tell us what information you want us to give you.
• We usually need to answer you within one month. Your parent(s) or adult with parental responsibility can help you with is if you need help.
• Usually we will give this to you free of charge.
• If you think there are any errors in the information we hold about you then you can ask us to correct it but the law says we can’t remove any of the information we hold about you even if you ask us to. This is because we need this information to take care of you.
• You have a right to ask us not to share your information.
• If you would like to talk to us about not sharing your information, even if this means you don’t want us to share your information with your parent(s) or adult with parental responsibility, please let us know. We will be happy to help.

Can I access my information online?

• You may be able to access your information online.
• Please ask our receptionist who will put you in touch with your GP.
• Your GP will discuss this with you and explain how to register.

What if I have a question?

A member of our staff/receptionist will be happy to talk to you about any questions you may have and we will do our best to help you.

• The Surgery has a person called a Data Protection Officer (DPO) who deals with all queries about patient information. Our receptionist may put you in touch with this person who will listen to your concerns and give you the advice you need.
• Our DPO is Dr. Ernest Norman-Williams

What if I have a serious complaint about how you look after my information?

• We will always do our best to look after your information and to answer your questions.
• If you are still not happy with something we have done with your information you can speak to our DPO.
• If our DPO has not been able to help you or if you prefer not to speak to our DPO then you have a right to pass your complaint to an organisation called the Information Commissioner’s Office (ICO) who will look into what has gone wrong. For more information visit ico.org.uk

Updates to this privacy notice

• The law says we must keep all information we provide in this Privacy Notice up to date.

This Privacy Notice was last updated on 21/3/2019 and will be reviewed on 1/4/2020.

We welcome all types of feedback. It is encouraging to hear what we are doing well, and helpful to find out where you think we could make improvements. We have a book for your comments on the desk at reception.

Despite our best efforts, sometimes a patient may feel they have a genuine cause for complaint. We will always try to resolve this in-house where possible; if you are unhappy about any aspect of your care we suggest you discuss this in the first instance, with the member of the practice team you feel most comfortable with, who may be able to deal with the problem quickly and easily.

Should you feel you have cause to complain, in the first instance please contact the reception team to inform the senior partners Dr Shilpa Patel and Dr Diviash Thakrar.

You may wish to seek independent help with your complaint. You can contact the NHS Complaints Advocacy Service for more information:

Telephone: 0300 330 5454
Fax: 0330 088 3762
You can email them or visit the website

Their address is as follows:
NHS Complaints Advocacy, VoiceAbility
Mount Pleasant House
Huntingdon Road,
Cambridge CB3 0RN

Patients who have a comment or complaint about a GP, dentist, pharmacy or optician, which cannot be resolved locally with the practice manager, can contact NHS England using the details below.

NHS England

PO BOX 16738
Redditch
B97 9PT
Tel: 0300 311 22 33
Contact NHS England

If you are unhappy with our response, you have the right to go to the Parliamentary and Health Service Ombudsman for an Independent Review. The Parliamentary and Health Service Ombudsman can be contacted as follows:

The Parliamentary and Health Service Ombudsman 

Millbank Tower
Millbank
London
SW1 4QP
Tel: 0345 015 4033
Fax: 0300 061 4000

You can email them or visit their website

The practice complies with data protection and access to medical records legislation. Doctors, nurses and administration staff operate a strict policy of patient confidentiality, and you should feel confident in disclosing any information which is important to your medical care. Information in your medical records may be shared with others directly involved in your care: other members of the practice team, other clinicians, and practice staff for administrative purposes. Information will not be given to anyone else without your consent, except in very rare circumstances, for instance where there are child protection concerns.

Record may also be used for purposes of professional development and revalidation of doctors.

Such information will be anonymised and the ‘robust safeguards’ required by the Information Commissioner put in place.

Fair Processing Notice under the General Data Protection Regulations (GDPR) 2018 (formerly the Data Protection Act 1998)

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 solutions to ensure that your information is kept confidential and secure.

Records which this Practice hold about you may include the following information:

• Details about you, such as your address, carer, legal representative, emergency contact details, next of kin
• Any contact the surgery has had with you, such as appointments, telephone, Patchs submitted by you, etc.
• Details about you, such as your address, carer, legal representative, emergency contact details, next of kin
• Any contact the surgery has had with you, such as appointments, telephone, Patchs submitted by you, 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 – if this information needs to be identifiable, the surgery will always gain your explicit consent before releasing the information for this purpose.

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 by pharmacists and Technicians employed Hillingdon Commissioning Group. They are bound by the same confidentiality rules as our staffs are.

How we use your information

• We collect and hold data about you for the purpose of providing safe and effective healthcare
• Your information may be shared with our partner organisations to audit services and help provide you with better care
• Information sharing is subject to strict agreements on how it is used
• We will only share your information outside of our partner organisations with your consent*
• If you are happy with how we use your information you do not need to do anything
• If you do not want your information to be used for any purpose beyond providing your care please let us know so we can code your record appropriately
• You can object to sharing information with other health care providers but if this limits your treatment options we will tell you
• Our guiding principle is that we are holding your information in the strictest confidence
• For more information about who are our partner organisations and how your data is used please see the privacy notice  ask at reception

*Unless the health & safety of others is at risk, the law requires it or it is required to carry out a statutory function.

NHS England require that the net earnings of doctors engaged in the practice is publicised and that the required disclosure is shown below. However it should be noted that the prescribed method for calculating earnings is potentially misleading because it takes no account of how much time doctors working in the practice and should not be used for any judgement about GP earnings, nor to make comparisons with other practices.

The average pay for GP’s working at Acre and Acrefield Surgery in the last financial year was £65,949 before tax and national insurance.

Primary Care and Community Based Research

The Acre and Acrefield surgeries are privileged to be part of this organisation as Hub practices for Hillingdon.

The National Institute for Health Research (NIHR) is funded through the Department of Health to improve the health and wealth of the nation through research.

The NIHR is a large, multi-faceted and nationally distributed organisation.

Since its establishment in April 2006, the NIHR has transformed research in the NHS. It has increased the volume of applied health research for the benefit of patients and the public, driven faster translation of basic science discoveries into tangible benefits for patients and the economy, and developed and supported the people who conduct and contribute to applied health research.

The Health and Social Care Act 2012 places a statutory duty to promote research, and powers to support it, on the Secretary of State and on all levels of the NHS including the NHS Commissioning Board, and Clinical Commissioning Groups. The NIHR provides a key means through which the Secretary of State discharges this duty. The NIHR plays a key role in the Government’s strategy for economic growth, attracting investment by the life-sciences industries through its world-class infrastructure for health research.

Together, the NIHR people, programmes, centres of excellence, and systems represent the most integrated health research system in the world.
The NIHR Clinical Research Network is the clinical research delivery arm of the NHS in England, tasked with supporting the rapid set-up and effective conduct of studies, so that researchers can gather the robust evidence needed to improve treatments for NHS patients.

As a result through the surgery we will where we feel our patients may benefit we will invite you take part in different research projects. The clinical leads for this in the practice are:

Dr Thakrar and Dr Patel.
The main admin contact is Payal Thakrar.

We understand how important it is to keep your personal information safe and secure and we take this very seriously. We have taken steps to make sure your personal information is looked after in the best possible way and we review this regularly.

Please read this Privacy Notice (‘Privacy Notice’) carefully, as it contains important information about how we use the personal and healthcare information we collect on your behalf.

1. Why we are providing this privacy notice

We are required to provide you with this Privacy Notice by Law. It explains how we use the personal and healthcare information we collect, store and hold about you. If you are unclear about how we process or use your personal and healthcare information, or you have any questions about this Privacy Notice or any other issue regarding your personal and healthcare information, then please do contact our Data Protection Officer (details below).

The Law says:

1. We must let you know why we collect personal and healthcare information about you;
2. We must let you know how we use any personal and/or healthcare information we hold on you;
3. We need to inform you in respect of what we do with it;
4. We need to tell you about who we share it with or pass it on to and why; and
5. We need to let you know how long we can keep it for.

2. The data protection officer

The Data Protection Officer at the Surgery is Dr Ernest Norman- Williams . You can contact Dr. Ernest Norman-Williams if:

• You have any questions about how your information is being held;
• If you require access to your information or if you wish to make a change to your information;
• If you wish to make a complaint about anything to do with the personal and healthcare information we hold about you;
• Or any other query relating to this Policy and your rights as a patient.

3. About Us

We, at the Acrefield Surgery situated at 700 Field End Road, South Ruislip HA4 0QR, are a Data Controller of your information. This means we are responsible for collecting, storing and handling your personal and healthcare information when you register with us as a patient.

There may be times where we also process your information. That means we use it for a particular purpose and, therefore, on those occasions we may also be Data Processors. The purposes for which we use your information are set out in this Privacy Notice.

4. Information we collect from you

The information we collect from you will include:

1. Your contact details (such as your name and email address, including place of work and work contact details);
2. Details and contact numbers of your next of kin;
3. Your age range, gender, ethnicity;
4. Details in relation to your medical history;
5. The reason for your visit to the Surgery;
6. Medical notes and details of diagnosis and consultations with our GPs and other health professionals within the Surgery involved in your direct healthcare.

5. Information about you from others

We also collect personal information about you when it is sent to us from the following:

• a hospital, a consultant or any other medical or healthcare professional, or any other person involved with your general healthcare.

6. Your summary care record

Your summary care record is an electronic record of your healthcare history (and other relevant personal information) held on a national healthcare records database provided and facilitated by NHS England.

This record may be shared with other healthcare professionals and additions to this record may also be made by relevant healthcare professionals and organisations involved in your direct healthcare.

You may have the right to demand that this record is not shared with anyone who is not involved in the provision of your direct healthcare. If you wish to enquire further as to your rights in respect of not sharing information on this record then please contact our Data Protection Officer.

To find out more about the wider use of confidential personal information and to register your choice to opt out if you do not want your data to be used in this way, please visit NHS: Your Data Matters

Note if you do choose to opt out, you can still consent to your data being used for specific purposes. However, if you are happy with this use of information you do not need to do anything. You may however change your choice at any time.

7. Who we may provide your personal information to and why

Whenever you use a health or care service, such as attending Accident & Emergency or using Community Care Services, important information about you is collected to help ensure you get the best possible care and treatment. This information may be passed to other approved organisations where there is a legal basis, to help with planning services, improving care, research into developing new treatments and preventing illness. All of this helps in proving better care to you and your family and future generations. However, as explained in this Privacy Notice, confidential information about your health and care is only used in this way where allowed by law and would never be used for any other purpose without your clear and explicit consent.

We may pass your personal information on to the following people or organisations, because these organisations may require your information to assist them in the provision of your direct healthcare needs. It, therefore, may be important for them to be able to access your information in order to ensure they may properly deliver their services to you:

1. Hospital professionals (such as doctors, consultants, nurses, etc);
2. Other GPs/Doctors;
3. Pharmacists;
4. Nurses and other healthcare professionals;
5. Dentists;
6. Any other person that is involved in providing services related to your general healthcare, including mental health professionals.

8. Other people who we provide your information to

1. Commissioners;
2. Clinical Commissioning Groups;
3. Local authorities;
4. Community health services;
5. For the purposes of complying with the law e.g. Police, Solicitors, Insurance Companies;
6. Anyone you have given your consent to, to view or receive your record, or part of your record. Please note, if you give another person or organisation consent to access your record we will need to contact you to verify your consent before we release that record. It is important that you are clear and understand how much and what aspects of, your record you give consent to be disclosed.
7. Extended Access – we provide extended access services to our patients which means you can access medical services outside of our normal working hours. In order to provide you with this service, we have formal arrangements in place with the Clinical Commissioning Group and with other practices whereby certain key “hub” practices offer this service on our behalf for you as a patient to access outside of our opening hours. This means, those key “hub” practices will have to have access to your medical record to be able to offer you the service. Please note to ensure that those practices comply with the law and to protect the use of your information, we have very robust data sharing agreements and other clear arrangements in place to ensure your data is always protected and used for those purposes only.

The key Hub practices are as follows:

• THROUGH HILLINGDON FEDERATION
• EASTCOTE HEALTH CENTRE
• HESA CENTRE
• UXBRIDGE HEALTH CENTRE
• SHAKESPEARE HEALTH CENTRE

1. Data Extraction by the Clinical Commissioning Group – the clinical commissioning group at times extracts medical information about you, but the information we pass to them via our computer systems cannot identify you to them. This information only refers to you by way of a code that only your practice can identify (it is pseudo-anonymised). This therefore protects you from anyone who may have access to this information at the Clinical Commissioning Group from ever identifying you as a result of seeing the medical information and we will never give them the information that would enable them to do this.

There are good reasons why the Clinical commissioning Group may require this pseudo-anonymised information, these are as follows:

• EXTENDED ACCESS HUB ,
• COMMISSIONED SERVICES,
• FEDERATION SERVICES

9. Anonymised Information

Sometimes we may provide information about you in an anonymised form. If we do so, then none of the information we provide to any other party will identify you as an individual and cannot be traced back to you.

10. Your rights as a patient

The Law gives you certain rights to your personal and healthcare information that we hold, as set out below:

Access and Subject Access Requests

You have the right to see what information we hold about you and to request a copy of this information.

If you would like a copy of the information we hold about you please email our Data Protection Officer. We will provide this information free of charge however, we may in some limited and exceptional circumstances have to make an administrative charge for any extra copies if the information requested is excessive, complex or repetitive.

We have one month to reply to you and give you the information that you require. We would ask, therefore, that any requests you make are in writing and it is made clear to us what and how much information you require.

1. Online Access
2. We are currently working towards offering all patients on-line access to their medical records. We hope to achieve this for existing patients in the next 18-24 months. All new patients will automatically be given on-line access to their records.
3. Please note that online access will also provide access to all relevant correspondence attached to your record. It is your responsibility to make sure that you keep your information safe and secure if you do not wish any third party to gain access.
4. Correction

We want to make sure that your personal information is accurate and up to date. You may ask us to correct any information you think is inaccurate. It is very important that you make sure you tell us if your contact details including your mobile phone number has changed.

Removal

You have the right to ask for your information to be removed however, if we require this information to assist us in providing you with appropriate medical services and diagnosis for your healthcare, then removal may not be possible.

Objection

We cannot share your information with anyone else for a purpose that is not directly related to your health, e.g. medical research, educational purposes, etc. We would ask you for your consent in order to do this however, you have the right to request that your personal and healthcare information is not shared by the Surgery in this way. Please note the Anonymised Information section in this Privacy Notice.

Transfer

You have the right to request that your personal and/or healthcare information is transferred, in an electronic form (or other form), to another organisation, but we will require your clear consent to be able to do this.

11. Third parties mentioned on your medical record

Sometimes we record information about third parties mentioned by you to us during any consultation. We are under an obligation to make sure we also protect that third party’s rights as an individual and to ensure that references to them which may breach their rights to confidentiality, are removed before we send any information to any other party including yourself. Third parties can include: spouses, partners, and other family members.

12. How we use the information about you

We use your personal and healthcare information in the following ways:

1. when we need to speak to, or contact other doctors, consultants, nurses or any other medical/healthcare professional or organisation during the course of your diagnosis or treatment or on going healthcare;
2. when we are required by Law to hand over your information to any other organisation, such as the police, by court order, solicitors, or immigration enforcement.

We will never pass on your personal information to anyone else who does not need it, or has no right to it, unless you give us clear consent to do so.

13. Legal justification for collecting and using your information

The Law says we need a legal basis to handle your personal and healthcare information.

CONTRACT: We have a contract with NHS England to deliver healthcare services to you. This contract provides that we are under a legal obligation to ensure that we deliver medical and healthcare services to the public.

CONSENT: Sometimes we also rely on the fact that you give us consent to use your personal and healthcare information so that we can take care of your healthcare needs.

Please note that you have the right to withdraw consent at any time if you no longer wish to receive services from us.

NECESSARY CARE: Providing you with the appropriate healthcare, where necessary. The Law refers to this as ‘protecting your vital interests’ where you may be in a position not to be able to consent.

LAW: Sometimes the Law obliges us to provide your information to an organisation (see above).

14. Special Categories

The Law states that personal information about your health falls into a special category of information because it is very sensitive. Reasons that may entitle us to use and process your information may be as follows:

PUBLIC INTEREST: Where we may need to handle your personal information when it is considered to be in the public interest. For example, when there is an outbreak of a specific disease and we need to contact you for treatment, or we need to pass your information to relevant organisations to ensure you receive advice and/or treatment;

CONSENT: When you have given us consent;

VITAL INTEREST: If you are incapable of giving consent, and we have to use your information to protect your vital interests (e.g. if you have had an accident and you need emergency treatment);

DEFENDING A CLAIM: If we need your information to defend a legal claim against us by you, or by another party;

PROVIDING YOU WITH MEDICAL CARE: Where we need your information to provide you with medical and healthcare services

15. How Long we keep your personal information

We carefully consider any personal information that we store about you, and we will not keep your information for longer than is necessary for the purposes as set out in this Privacy Notice.

16. Children

There is a separate Privacy Notice for patients under the age of 16, a copy of which may be obtained on request.

17. If English is not your first language

If English is not your first language you can request a translation of this Privacy Notice. Please contact our Data Protection Officer.

18. Complaints

If you have a concern about the way we handle your personal data or you have a complaint about what we are doing, or how we have used or handled your personal and/or healthcare information, then please contact our Data Protection Officer.

However, you have a right to raise any concern or complaint with the UK information regulator, at the Information Commissioner’s Office

19. Our Website

The only website this Privacy Notice applies to is the Surgery’s website. If you use a link to any other website from the Surgery’s website then you will need to read their respective Privacy Notice. We take no responsibility (legal or otherwise) for the content of other websites.

20. Cookies

The Surgery’s website uses cookies. For more information on which cookies we use and how we use them, please see our Cookies Policy.

21. Security

We take the security of your information very seriously and we do everything we can to ensure that your information is always protected and secure. We regularly update our processes and systems and we also ensure that our staff are properly trained. We also carry out assessments and audits of the information that we hold about you and make sure that if we provide any other services, we carry out proper assessments and security reviews.

22. Text messaging and contacting you

Because we are obliged to protect any confidential information we hold about you and we take this very seriously, it is imperative that you let us know immediately if you change any of your contact details.

We may contact you using SMS texting to your mobile phone in the event that we need to notify you about appointments and other services that we provide to you involving your direct care, therefore you must ensure that we have your up to date details. This is to ensure we are sure we are actually contacting you and not another person.

23. CCTV Recording

Closed circuit television (CCTV) is installed at the Practice premises for the purposes of staff, patient and premises security. Cameras are located at various places on the premises, and images from the cameras are recorded.

The use of CCTV falls within the scope of the Data Protection Act 1998 (“the 1998 Act”). This code of practice follows the recommendations issued by the Data Protection Commissioner in accordance with powers under Section 51 (3)(b) of the 1998 Act.

The full policy is available on the website and reception as CCTV POLICY AND CODE OF PRACTICE

24. Where to find our privacy notice

You may find a copy of this Privacy Notice in the Surgery’s reception, on our website, or a copy may be provided on request.

25. Changes to our privacy notice

We regularly review and update our Privacy Notice. This Privacy Notice was last updated on 23/3/2019 .

This will enable health and care professionals to have better medical information about you when they are treating you at the point of care. This change will apply for the duration of the coronavirus pandemic only. Unless alternative arrangements have been put in place before the end of the emergency period, this change will be reversed.

All patients registered with a GP have a Summary Care Record, unless they have chosen not to have one. The information held in your Summary Care Record gives health and care professionals, away from your usual GP practice, access to information to provide you with safer care, reduce the risk of prescribing errors and improve your patient experience.

Your Summary Care Record contains basic information about allergies and medications and any reactions that you have had to medication in the past.

Some patients, including many with long term health conditions, have previously agreed to have additional information shared as part of their Summary Care Record. This additional information includes information about significant medical history (past and present), reasons for medications, care plan information and immunisations.

During the coronavirus pandemic period, your Summary Care Record will automatically have additional information included from your GP record unless you have previously told the NHS that you did not want this information to be shared.

There will also be a temporary change to include COVID-19 specific codes in relation to suspected, confirmed, Shielded Patient List and other COVID-19 related information within the additional information.

By including this additional information in your SCR, health and care staff can give you better care if you need health care away from your usual GP practice:

• in an emergency
• when you’re on holiday
• when your surgery is closed
• at outpatient clinics
• when you visit a pharmacy

Additional information is included on your SCR

In response to the coronavirus (COVID-19) pandemic we are temporarily removing the requirement to have explicit consent to share the SCR additional information. This change of requirement will be reviewed when the pandemic is over.

You can be reassured that if you have previously opted-out of having a Summary Care Record or have expressly declined to share the additional information in your Summary Care Record, your preference will continue to be respected and applied.

Additional information will include extra information from your GP record, including:

• health problems like dementia or diabetes
• details of your carer
• your treatment preferences
• communication needs, for example if you have hearing difficulties or need an interpreter

This will help medical staff care for you properly, and respect your choices, when you need care away from your GP practice. This is because having more information on your SCR means they will have a better understanding of your needs and preferences.

When you are treated away from your usual doctor’s surgery, the health care staff there can’t see your GP medical records. Looking at your SCR can speed up your care and make sure you are given the right medicines and treatment.

The only people who might see your Summary Care Record are registered and regulated healthcare professionals, for example doctors, nurses, paramedics, pharmacists and staff working under their direct supervision. Your Summary Care record will only be accessed so a healthcare professional can give you individual care. Staff working for organisations that do not provide direct care are not able to view your Summary Care Record.

Before accessing a Summary Care Record healthcare staff will always ask your permission to view it, unless it is a medical emergency and you are unable to give permission.

Protecting your SCR information

Staff will ask your permission to view your SCR (except in an emergency where you are unconscious, for example) and only staff with the right levels of security clearance can access the system, so your information is secure. You can ask an organisation to show you a record of who has looked at your SCR – this is called a Subject Access Request.

Find out how to make a subject access request.

Opting out

The purpose of SCR is to improve the care that you receive, however, if you don’t want to have an SCR you have the option to opt out. If this is your preference please inform your GP or fill in an SCR opt-out form and return it to your GP practice.

Regardless of your past decisions about your Summary Care Record consent preferences, you can change your mind at any time.

You can choose any of the following options:

1. To have a Summary Care Record with additional information shared. This means that any authorised, registered and regulated health and care professionals will be able to see a enriched Summary Care Record if they need to provide you with direct care.
2. To have a Summary Care Record with core information only. This means that any authorised, registered and regulated health and care professionals will be able to see information about allergies and medications only in your Summary Care Record if they need to provide you with direct care.
3. To opt-out of having a Summary Care Record altogether. This means that you do not want any information shared with other authorised, registered and regulated health and care professionals involved in your direct care, including in an emergency.

To make these changes, you should inform your GP practice or complete the SCR patient consent preferences form and return it to your GP practice.

More information on your health records

Read more about your medical records.

We try at all times to deal with patients in a polite and courteous manner. In return we expect that the same is shown to both the staff and doctors at the surgery. Whilst we understand that a visit to the doctors can at times be stressful or worrying we will not tolerate aggression or abuse to either our reception staff or any of the Professional staff at the surgery.

Any patient being threatening or abusive to any member of our team may be removed from our practice list without further warning.