How HALDON HOUSE SURGERY 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.
- We will share relevant information from your medical record with other health or social care staff or organisations when they provide you with care. For example, your GP will share information when they refer you to a specialist in a hospital. Or your GP will send details about your prescription to your chosen pharmacy.
- This practice is a member of the East Devon Health federation of GP practices and works collaboratively with other member practices for the purpose of delivering the best possible healthcare to patients in east Devon. To enable us to optimise the available resources with your needs you may be referred to other member health partners for treatment and will be given access to your health record to facilitate this treatment. You have the right to opt out if you do not wish your data to be shared under this arrangement.
- Healthcare staff working in A&E and out of hours care will also have access to your information. For example, it is important that staff who are treating you in an emergency know if you have any allergic reactions. This will involve the use of your Summary Care Record. For more information see: https://digital.nhs.uk/summary-care-records or alternatively speak to your practice.
- You have the right to object to information being shared for your own care. Please speak to the practice if you wish to object. You also have the right to have any mistakes or errors corrected.
Haldon House Surgery is one of many organisations working in the health and care system to improve care for patients and the public.
Whenever you use a health or care service, such as attending Accident & Emergency or using Community Care services, important information about you is collected in a patient record for that service. Collecting this information helps to ensure you get the best possible care and treatment.
The information collected about you when you use these services can also be used and provided to other organisations for purposes beyond your individual care, for instance to help with:
- improving the quality and standards of care provided
- research into the development of new treatments
- preventing illness and diseases
This may only take place when there is a clear legal basis to use this information. All these uses help to provide better health and care for you, your family and future generations. Confidential patient information about your health and care is only used like this where allowed by law.
Most of the time, anonymised data is used for research and planning so that you cannot be identified in which case your confidential patient information isn’t needed.
You have a choice about whether you want your confidential patient information to be used in this way. If you are happy with this use of information you do not need to do anything. If you do choose to opt out your confidential patient information will still be used to support your individual care.
To find out more or to register your choice to opt out, please visit www.nhs.uk/your-nhs-data-matters. On this web page you will:
- See what is meant by confidential patient information
- Find examples of when confidential patient information is used for individual care and examples of when it is used for purposes beyond individual care
- Find out more about the benefits of sharing data
- Understand more about who uses the data
- Find out how your data is protected
- Be able to access the system to view, set or change your opt-out setting
- Find the contact telephone number if you want to know any more or to set/change your opt-out by phone
- See the situations where the opt-out will not apply
You can also find out more about how patient information is used at:
https://www.hra.nhs.uk/information-about-patients/ (which covers health and care research); and
https://understandingpatientdata.org.uk/what-you-need-know (which covers how and why patient information is used, the safeguards and how decisions are made)
You can change your mind about your choice at any time.
Data being used or shared for purposes beyond individual care does not include your data being shared with insurance companies or used for marketing purposes and data would only be used in this way with your specific agreement.
Our organisation is currently compliant with the national data opt-out policy.
Leaflet available here --> Data Matters leaflet
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 organization which has legal responsibilities to collect NHS data.
· More information can be found at: https://digital.nhs.uk/ the phone number for general enquires at 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.
· 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.
e-Consult - Consulting your doctor online
· We use e-Consult an online tool where you can get advice and treatment or get self-help.
· e-Consult are a third party organisation and by using this tool you are submitting your information to them. This information is then submitted to our practice for review by our GPs.
· The e-Consult privacy notice can be found here: https://econsult.net/privacy-policy/
CCTV is in place in internal areas of our practice.
It has been installed solely for the safety and security of our patients and staff, to prevent and deter crime.
Images are recorded 24 hours a day and stored on a cloud system and only the practice manager and those delivering technical support services will have access to the system.
The CCTV records images and audio.
All CCTV recordings are stored on our recording device for 5 days before being deleted.
There are signs in the practice telling you that CCTV is in place and we have registered this with the Information Commissioner.
We will only ever share information with the relevant authorities in connection with the safety and security of patients and staff and will not share with any other third parties.
Visitors to the practice have the right to request to see images of themselves on CCTV as part of a request made under the privacy legislation. Like all subject access requests, it must be made in writing. There may be a charge made for this service. Information and application forms are available at reception.
We have followed the CCTV guidelines produced by the Information Commissioners’ Office.
Not a patient but perhaps a relative, friend, next of kin or otherwise have an involvement with a patient?
It is possible that we also hold information on you as part of someone else’s record. The nature of the information held about you will depend on the circumstances that the information was collected for. For instance if you have been named as patient Next of Kin we will hold your name and a means of contacting you such as a phone number or address. Under Data Protection law you will be entitled to receive a copy of this information unless there is good reason not to provide it.
We are required by law to provide you with the following information about how we handle your information.
Data Controller contact details
Haldon House Surgery, 37-41 Imperial Road, Exmouth. EX8 1DQ
Data Protection Officer contact details
Please email DDOOH.IRM@nhs.net
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).
· Sharing of Special Patient Notes (SPN’s) with out of hours services to assist in the delivery of patient care. This includes information such as End of life status, challenging behavior, domestic circumstances and other relevant information that may influence the manner in which health care services are delivered.
· Data is shared with other organisations to ensure that care is delivered effectively and safely to patients.
· Data is shared with other organisations to ensure that vulnerable patients including children are safeguarded.
Data will be shared with other organisations to safeguard providers of health care from harm or risk to their wellbeing.
Lawful basis for processing
These purposes are supported under the following sections of the GDPR:
Article 6(1)(c) “…necessary in order to protect the vital interest of the data subject or another natural person.”
Article 6(1)(f)”…necessary for the purpose of legitimate interest…”
Article 9(2)(b) “…necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law…” (specifically the safeguarding of children and vulnerable adults)
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;
· local hospitals;
· out of hours services (specifically Devon Doctors Ltd);
· 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 speak to a member of staff.
- 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
Please let us know if you are unhappy with how we have used your personal information. Information on the complaints process is available at reception.
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.
Processing of data for the purpose of Public Protection
The practice may provide information to and receive information from other agencies for the purpose of protecting the public from individuals who may pose a risk (eg MAPPA). The practice may process this information either as a public task function or because it has a legal duty to do so. Further information including the other agencies involved in the data sharing can be found here
Version 2 – updated by CThurlow 25th October 2018. e-Consult notification included.
Version 3 – updated by CThurlow/Mark Brincat 28th May 2019. CCTV notification and OOH information included.
Version 4- updated by A Clatworthy/Mark Brincat 7th October 2019. Not a patient but perhaps a relative, friend, next of kin or otherwise.
Version 5-updated by A Clatworthy/M Brincat 2nd December 2019. Processing of data for the purpose of Public Protection
Version 5.1 – updated by E Lampitt 24th February 2020. National Data Opt Out.