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Practice Policies

Privacy and Health Records

This fair processing notice explains why your 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, for example at an NHS Trust organisation, a previous GP Practice or Walk-In Clinic. 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, whether you are a carer, your legal representative and your emergency contact details.
  • Any contact the Practice has had with you, such as appointments, clinic visits and emergency appointments.
  • Notes and reports about your health.
  • Details about your treatment and care.
  • Results of investigations such as laboratory tests and x-rays.
  • 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, and the Practice 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 admission or readmission 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 anonymized information, 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.

Confidentiality of Medical Records

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

  • 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 such as life or death situations, where the law requires information to be passed on in accordance with the new information sharing principle following Dame Fiona Caldicott’s information sharing review (Information: To Share or Not to Share 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 the policies of their employers, regulators and professional bodies.

Partner Organisations

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

  • 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 to 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 Health Records

You have a right under the Data Protection Act 1998 to request access to view or to obtain copies of the information the Practice 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 Practice. For information from the hospital you should write directly 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 and Complaints

Should you have any concerns about how your information is managed at the GP Practice, 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 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.

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 are incorrect in order for this to be amended. You have a responsibility to inform us of any changes so our records for you are accurate and up to date.

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 practice is registered with the Information Commissioners Office.

Who is the Data Controller?

The Data Controller, responsible for keeping your information secure and confidential is Ampleforth & Hovingham Surgeries.

Complaints

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

Ampleforth & Hovingham Surgeries

Back Lane

Ampleforth

YORK

YO62 4EF

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

 

Violence Policy

The NHS operate a zero tolerance policy with regard to violence and abuse and the practice has the right to remove violent patients from the list with immediate effect in order to safeguard practice staff, patients and other persons. Violence in this context includes actual or threatened physical violence or verbal abuse which leads to fear for a person’s safety. In this situation we will notify the patient in writing of their removal from the list and record in the patient’s medical records the fact of the removal and the circumstances leading to it.



 
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