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Rose Villa Surgery6 Rectory Park DriveBasildonEssex, SS13 3DWTel: 01268 552999
PRACTICE FAIR PROCESSING
& PRIVACY NOTICE
Your Information, Your Rights
Being transparent and providing accessible information to patients about how we will use your personal information is a key element of the Data Protection Act 2018 and the EU General Data Protection Regulations (GDPR).
The following notice reminds you of your rights in respect of the above legislation and how your GP Practice will use your information for lawful purposes in order to deliver your care and the effective management of the local NHS system.
This notice reflects how we use information for:
As your registered GP practice, we are the data controller for any personal data that we hold about you.
What information do we collect and use?
All personal data must be processed fairly and lawfully, whether is it received directly from you or from a third party in relation to the your care.
We will collect the following types of information from you or about you from a third party (provider organisation) engaged in the delivery of your care:
Your healthcare records contain information about your health and any treatment or care you have received previously (e.g. from an acute hospital, GP surgery, community care provider, mental health care provider, walk-in centre, social services). These records may be electronic, a paper record or a mixture of both. We use a combination of technologies and working practices to ensure that we keep your information secure and confidential.
Why do we collect this information?
The NHS Act 2006 and the Health and Social Care Act 2012 invests statutory functions on GP Practices to promote and provide the health service in England, improve quality of services, reduce inequalities, conduct research, review performance of services and deliver education and training. To do this we will need to process your information in accordance with current data protection legislation to:
How is the information collected?
Your information will be collected either electronically using secure NHS Mail or a secure electronic transferred over an NHS encrypted network connection. In addition physical information will be sent to your practice. This information will be retained within your GP’s electronic patient record or within your physical medical records.
Who will we share your information with?
In order to deliver and coordinate your health and social care, we may share information with the following organisations:
Your information will only be shared if it is appropriate for the provision of your care or required to satisfy our statutory function and legal obligations.
Your information will not be transferred outside of the European Union.
Whilst we might share your information with the above organisations, we may also receive information from them to ensure that your medical records are kept up to date and so that your GP can provide the appropriate care.
In addition we receive data from NHS Digital (as directed by the Department of Health) such as the uptake of flu vaccinations and disease prevalence in order to assist us to improve “out of hospital care”.
How do we maintain the confidentiality of your records?
We are committed to protecting your privacy and will only use information that has been collected lawfully. Every member of staff who works for an NHS organisation has a legal obligation to keep information about you confidential. We maintain our duty of confidentiality by conducting annual training and awareness, ensuring access to personal data is limited to the appropriate staff and information is only shared with organisations and individuals that have a legitimate and legal basis for access.
Information is not held for longer than is necessary. We will hold your information in accordance with the Records Management Code of Practice for Health and Social Care 2016.
Consent and Objections
Do I need to give my consent?
The GDPR sets a high standard for consent. Consent means offering people genuine choice and control over how their data is used. When consent is used properly, it helps you build trust and enhance your reputation. However consent is only one potential lawful basis for processing information. Therefore your GP practice may not need to seek your explicit consent for every instance of processing and sharing your information, on the condition that the processing is carried out in accordance with this notice. Your GP Practice will contact you if they are required to share your information for any other purpose which is not mentioned within this notice. Your consent will be documented within your electronic patient record.
What will happen if I withhold my consent or raise an objection?
You have the right to write to withdraw your consent to any time for any particular instance of processing, provided consent is the legal basis for the processing. Please contact your GP Practice for further information and to raise your objection.
Health Risk Screening / Risk Stratification
Health Risk Screening or Risk Stratification is a process that helps your GP to determine whether you are at risk of an unplanned admission or deterioration in health. By using selected information such as age, gender, NHS number, diagnosis, existing long term condition(s), medication history, patterns of hospital attendances, admissions and periods of access to community care your GP will be able to judge if you are likely to need more support and care from time to time, or if the right services are in place to support the local population’s needs.
To summarise Risk Stratification is used in the NHS to:
Your GP will routinely conduct the risk stratification process outside of your GP appointment. This process is conducted electronically and without human intervention. The resulting report is then reviewed by a multidisciplinary team of staff within the Practice. This may result in contact being made with you if alterations to the provision of your care are identified.
As mentioned above, you have the right to object to your information being used in this way. However you should be aware that your objection may have a negative impact on the timely and proactive provision of your direct care. Please contact the Practice Manager to discuss how disclosure of your personal data can be limited.
Sharing of Electronic Patient Records within the NHS
Electronic patient records are kept in most places where you receive healthcare. Our local electronic systems (such as SystmOne, EMIS and Eclipse) enables your record to be shared with organisations involved in your direct care, such as:
In addition, NHS England have implemented the Summary Care Record which contains information including medication you are taking and any bad reactions to medication that you have had in the past.
In most cases, particularly for patients with complex conditions and care arrangements, the shared electronic health record plays a vital role in delivering the best care and a coordinated response, taking into account all aspects of a person’s physical and mental health. Many patients are understandably not able to provide a full account of their care, or may not be in a position to do so. The shared record means patients do not have to repeat their medical history at every care setting.
Your record will be automatically setup to be shared with the organisations listed above, however you have the right to ask your GP to disable this function or restrict access to specific elements of your record. This will mean that the information recorded by your GP will not be visible at any other care setting.
You can also reinstate your consent at any time by giving your permission to override your previous dissent.
Your Right of Access to Your Records
The Data Protection Act and General Data Protection Regulations allows you to find out what information is held about you including information held within your medical records, either in electronic or physical format. This is known as the “right of subject access”. If you would like to have access to all or part of your records, you can make a request in writing to the organisation that you believe holds your information. This can be your GP, or a provider that is or has delivered your treatment and care. You should however be aware that some details within your health records may be exempt from disclosure, however this will in the interests of your wellbeing or to protect the identity of a third party. If you would like access to your GP record please submit your request in writing to:
Rosevilla Surgery, 6 Rectory Park Drive, Basildon, Essex, SS13 3DW
In the event that your feel your GP Practice has not complied with the current data protection legislation, either in responding to your request or in our general processing of your personal information, you should raise your concerns in the first instance in writing to the Practice Manager at:
If you remain dissatisfied with our response you can contact the Information Commissioner’s Office at Wycliffe House, Water Lane, Wimslow, Cheshire SK9 5AF – Enquiry Line: 01625 545700 or online at www.ico.gov.uk
Concerns & Complaints
Dr's C & S Ukpaka aim to provide registered patients with the best care we can. If you have any concerns or complaints about our service, please contact the Practice Manager.
If you would prefer to give your concern or complaint in writing please send it to
Karen Goringe - Practice Manager
Rosevilla Surgery, 6 Rectory Park Drive, Pitsea, Essex SS13 3DW
Alternately, If you would prefer to raise your concern or make your complaint to someone else who has not beenn directly involved in your care, you can contact NHS England for complaints, information and advice on the following:
Tel: 0300 311 2233
If complaints remain unresolved then the complaint may be taken to the Health Service Ombudsman. If you require further information please ask at reception for the Patient Information Leaflet on complaints, which explains in more detail the complaints procedure.
The Parliamentry Health Service Ombudsman
The Parliamentary and Health Service Ombudsman has published a booklet that describes the ‘six principles for remedy’ in relation to complaints handling and involves:
Getting it right
Being customer focused
Being open and accountable
Acting fairly and proportionately
Putting things right
Seeking continuous improvements
If you remain unhappy after everything has been done to try to resolve your concern or complaint you have the right to approach the Ombudsman.
Parliamentary and Health Service Ombudsman, Millbank Tower, Millbank, London SW1P 4QP.
Tel: 0345 015 4033 Email: firstname.lastname@example.org
Patients have the right:
GUIDE TO ACCESSING SERVICES for YOUNG PEOPLE
(13 to 16 years old)
When you are young, your parents are usually involved in your health care. They may make decisions for you, and speak to health workers on your behalf. But as you get older you have more rights. You can decide if you want your parents to be involved or not. This leaflet explains your rights once you are thought to be old enough to make your own decisions about your health care information.
Patients under the age of 16 should normally be accompanied by an adult when seeing a doctor or collecting medicines. However, under certain circumstances, patients below this age may be seen by a doctor, for example, if parents know that the child is at the surgery. Young people may also see a Doctor without parental knowledge to discuss sexual health matters, including contraception.
Who is this leaflet for and what’s it about?
This leaflet is for you if you’re under 16. It explains that anyone who looks after your health has to keep information about you private. This may be doctors, nurses, pharmacists or other health workers.
The leaflet tells you only about how things work in the health service, not other organisations such as your school or social services. If you want to talk to a health worker about something personal, they must keep this information confidential, even if you are under 16. This may be information about:
drugs and alcohol, or
Sometimes health workers do need to share information about you to give you good care. They may share information about you with other health workers who are looking after you – for example, health workers at another hospital or clinic if you have agreed to go there. This is to make your care safer, easier and faster.
They will only share information that is needed to give you the best care. If there are particular things that you don't want to be shared, tell your health worker. If they think you are at risk of serious harm or you are in danger, they may have to tell another adult about it to be able to help you. But even then, they should tell you they are going to do this and explain who they will tell and why.
Sometimes the law allows the health service to share information about you without you agreeing to it. This would only happen in very serious situations – for example, if you have an illness that puts other people at risk, such as meningitis.
How do I get a doctor?
If you’re over the age of 16, you can register with a GP by yourself. You can find a list of local GP’s in your area on the NHS website. If they are accepting new patients, they will ask you to fill in a registration form. Some GP’s also ask to see a proof of identity like a passport or proof of address like a mobile phone bill.
If you’re under the age of 16, your parents or carers should register you at a doctor’s surgery, but it doesn’t have to be same one as them or the rest of your family. If you don't want your parents to know, you can still register by yourself but you might be asked some questions to make sure you're okay.
How do I make an appointment?
You can make an appointment by calling your GP surgery and speaking to the receptionist or going there in person. The receptionist will probably ask you who the appointment is for and why. This is to make sure that you see the right person at the right time.
If it’s something personal then you don’t have to tell them why - just say it’s for something personal. You can also ask to see a male or female doctor if this would make you feel more comfortable.
Can I make appointments without speaking to someone?
If you’re struggling with anxiety or feeling worried, try explaining this when you make the appointment to see if they can help in any way.
Also, perhaps try to take a trusted friend or family member with you for support.
It can take a while to build yourself up to seeing someone, but it’s so important because then you’ll be able to get help to feel better.
Check out the DocReady (see useful contacts) website which has great tips on preparing yourself for a GP appointment.
Can I see a doctor by myself?
Yes. There is no reason why you can’t ask to see the doctor by yourself. They might want to find out why and might encourage you to tell your parent or carer. But they should try to understand how you feel if you don’t want to.
What happens if I don’t like my doctor?
Most doctors are great at their job and care about their patients a lot. But, there are times when people either don’t get on with or feel uncomfortable with their doctor. You can always ask to see someone else. You may not be able to do this straight away and might have to wait for another appointment, so it’s better to say as early as possible.
What does confidentiality mean?
It means keeping information safe and private.
The health service keeps all your health information confidential. This includes:
You can talk to health workers about anything to do with your health.
Will my parents be given information about me?
Usually, health workers are not allowed to tell your parents anything you have talked to them about, unless you have agreed to this. But the health worker may suggest that you speak to your parents or an adult you trust. A health worker may want to send out information to you. If you don’t want your parents to see this, you can:
ask them to post it to a friend’s address
say you’ll pick it up, or
ask them not to send anything.
If you're feeling nervous or stressed, take a look at our anxiety and stress page for ways to cope.
What if my parents want to look at my health records?
Your health records include information about your health and any treatment you have had. Your records can be written on paper, held on computer or both. Usually your parents can’t see your health records, unless you agree to this. If there’s something in your health records that you don’t want your parents to see, tell a health worker.
If your doctor doesn’t think you can make decisions about your health care, your parents may be allowed to see your health records without you agreeing to it. But this would only happen if the doctor thought it was best for you.
Can I see my own health records?
Yes. You should be able to see your records in a way that you can understand. Any codes or words you don’t understand should be explained to you. You may want to know about treatment you’ve had, or check that information about you is correct.
It’s your choice whether to look at your health records. You may have to pay to see them. But you will be told about this first. To find out more about seeing your health records, ask to speak to the practice manager, Eilish.
Who else can see my records?
If your parent or guardian has been given “proxy access” to your online medical records, then this access will be revoked once you reach the age of 16, and you will need to come into the surgery with photo ID if you would like access to Online Services on your own behalf.
Similarly if you have been sharing a mobile phone number or email address, then those details can removed from your medical record once you are 16 years old. Please make us aware if your number is being shared and contact us when you reach 16yrs old to request that we do this.
Sometimes, people who inspect child protection services may ask to look at the records of young people who have been involved with these services. This is to make sure that children are protected from harm. These inspectors must keep your personal information safe and private, unless they think you are in danger.
What if I’m unhappy about how my information has been kept or used?
If you think that what you’ve told a health worker hasn’t been kept private or that something in your health records is wrong, please tell one of the health workers who has been involved in your care, or ask your parent or another adult you trust to do this for you.
If you’re still unhappy, it’s okay to make a complaint. Please ask to speak to either Amanda or Eilish, who will listen to your complaint and guide you through the process.
Most methods of contraception won't protect you against catching or passing on a sexually transmitted infection (STI). Condoms are the only method that protects against both STIs and pregnancy. Protect your own and your partner's health by using condoms as well as your chosen method of contraception.
Where to get free contraception
You can get free contraception and condoms from:
Find your nearest sexual health service, including contraceptive clinics. Many of these places offer information, testing and treatment for STIs, including chlamydia. If you've been exposed to the risk of pregnancy, you may also be at risk of catching an STI.
Find out more at:
There are lots of contraceptive methods to choose from. You should use a method that suits you, not just because your friends are using it. Don't be put off if the first method you use isn't quite right for you – you can try another.
Will they tell my parents?
Contraception services are free and confidential, including for people under 16 years old. This means the doctor or nurse won't tell your parents or anyone else, as long as they believe you're mature enough to understand the information and decisions involved.
There are strict guidelines for healthcare professionals who work with people under 16. If they believe there's a risk to your safety and welfare, they may decide to tell your parents.
OTHER USEFUL CONTACTS
ChildLine is a free and confidential helpline for all children and young people in the UK. You can call or write to ChildLine for help and advice about anything.
Glasgow G1 1BR
Freephone number (24 hours a day, seven days a week)