Practice Policies & Patient Information
Chaperone Policy
We will always respect your privacy, dignity and your religious and cultural beliefs particularly when intimate examinations are advisable – these will only be carried out with your express agreement and you will be offered a chaperone to attend the examination if you so wish.
You may also request a chaperone when making the appointment or on arrival at the surgery (please let the receptionist know) or at any time during the consultation.
Complaint Submission Form
As a practice we welcome and accept any feedback about our service. If you have any concerns you wish to share with us, please fill out the form below.
Alternatively, you can call us or send your complaint in writing to Oulton Medical Centre for the attention of our practice manager, Hilary Farrar.
Confidentiality
You can be assured that anything you discuss with any member of the surgery staff, whether doctor, nurse or receptionist, will remain confidential. Even if you are under 16, nothing will be said to anyone, including parents, other family members, care workers or teachers, without your permission. The only reason why we might want to consider passing on confidential information without your permission would be to protect either you or someone else from serious harm. In this situation, we would always try to discuss this with you first.
If you have any worries or queries about confidentiality, please ask a member of staff.
If you would like to discuss matters of a confidential nature, either with our receptionists or a member of the dispensary team, we have a side room available in reception for this purpose.
Coronavirus (COVID-19) Response Transparency Notice
Transparency Notice
Purposes for which we may process your data
The health and social care system is taking action to manage and mitigate the spread and impact of the current outbreak of coronavirus (COVID-19).
Action to be taken requires the collection, analysis and sharing of information, including confidential patient information where necessary and lawful, amongst health organisations and other appropriate bodies. This is due to the urgent need to protect public health and respond to the COVID-19 outbreak. This notice describes how we may use your information to protect you and others during the COVID-19 outbreak.
To support the healthcare response to COVID-19, NHS Digital has been directed by the Secretary of State for Health and Social Care (the Secretary of State) and NHS England under the COVID-19 Directions to:
- establish information systems to collect and analyse data in connection with COVID-19; and
- develop and operate IT systems to deliver services in connection with COVID-19
COVID-19 Public Health Directions 2020
COVID-19 Public Health Directions 2020
A Direction given by the Secretary of State for Health and Social Care requiring NHS Digital to establish and operate information systems to collect and analyse data in connection with COVID-19, and develop and operate information and communication systems to deliver services in connection with COVID-19.
COVID-19 Public Health NHS England Directions 2020
Directions given by NHS England requiring NHS Digital to establish and operate information systems to collect analysis data in connection with COVID-19 and develop and operate information and communication systems to deliver services in connection with COVID-19.
We may also be requested by the NHS in Scotland, Wales and Northern Ireland to collect, analyse and disseminate data for them, including information about residents of these countries.
Examples of some of the purposes for which NHS Digital may process personal data under the COVID-19 Directions and in response to these requests may include processing personal data for the purposes of:
- understanding COVID-19 and risks to public health, trends in COVID-19 and such risks, and controlling and preventing the spread of COVID-19 and such risks
- identifying and understanding information about patients or potential patients with, or at risk of COVID-19, information about incidents of patient exposure to COVID-19 and the management of patients with or at risk of COVID-19 including: locating, contacting, screening, flagging and monitoring such patients and collecting information about and providing services in relation to testing, diagnosis, self-isolation, fitness to work, treatment, medical and social interventions and recovery from COVID-19
- understanding information about patient access to health services and adult social care services as a direct or indirect result of COVID-19, and the availability and capacity of those services
- monitoring and managing the response to COVID-19 by health and social care bodies and the Government including providing information to the public about COVID-19 and its effectiveness and information about capacity, medicines, equipment, supplies, services and the workforce within the health services and adult social care services
- delivering services to patients, clinicians, the health services and adult social care services workforce and the public about and in connection with COVID-19, including the provision of information, fit notes and the provision of health care and adult social care services
- research and planning in relation to COVID-19
Examples of some of the specific work we have done and how we have used data for COVID-19 purposes:
Coronavirus (COVID-19) response information governance hub
Find out how NHS Digital is using your data in its work to support the government response to coronavirus (COVID-19).
The controller of your personal data
Under the General Data Protection Regulation 2016 (GDPR), NHS Digital is the controller of your personal data where we are directed or requested to process personal data for COVID-19 purposes. We are also a joint controller with the person who has directed or requested us to do this work. This may be the Secretary of State for Health and Social Care, NHS England or an NHS body in Scotland, Northern Ireland or Wales.
Where we share data, NHS Digital is usually the sole controller, unless we have been directed to share the data by the Secretary of State or NHS England, in which case we will be joint controllers.
Our legal basis under GDPR
Where we are directed to process personal data for COVID-19 purposes, this is a legal obligation and we are allowed to do this under Article 6 (1)(c) of GPDR.
Where we process personal data as part of our statutory functions, including where requested by other bodies, for example. by the NHS in Scotland, Wales or Northern Ireland, this is part of our public task. We are allowed to do this under Article 6(1)(e) of GDPR.
Where we need to process health data and other special categories of personal data, we will only do this where it is necessary as part of our statutory functions. Under GPDR we are allowed to do this where it is necessary for substantial public interest reasons (Article 9(2)(g)), where it is necessary for healthcare purposes (Article 9(2)(h)), where it is necessary for public health purposes (Article 9(2)(i)) or where it is necessary for scientific research or statistical purposes (Article 9(2)(j)).
We are also allowed to share your personal data under GDPR where it is necessary for us to do so for one of the purposes explained above.
More information can be found in the Who we share your data with section.
Types of personal data we process
The types of personal data we may process in response to COVID-19 include:
- demographic data – your name, date of birth, sex, NHS number and your contact details such as your address, telephone numbers and email address
- health information – information relating to your health and the care you have been provided – this may include information about medical conditions, treatments, prescription information, care episodes, hospital admission and discharge information, test results, including tests relating to COVID-19, information on whether you are self-isolating
- information collected as part of our online services which we need to help maintain the security and performance of our website and also to help us understand how our services are used so that we can make improvements. This may include information such as your IP address, technical log events, the type of browser you’re using and the actions you took when using these services
We will only process the minimum data necessary to achieve our purposes.
How we obtain your personal data
Collecting personal data from you directly
We may collect personal data from you directly, in which case we will tell you at the time the purposes for which we will use your data in a privacy or transparency notice.
Examples of where we have done this for COVID-19 purposes are the Isolation Note Service and the service to Get text messages from the NHS about coronavirus. We will not collect more information than we require, and we will ensure that any personal data collected is treated with the appropriate safeguards.
Collecting personal data from other organisations
We may also collect personal data from other organisations, including health and social care organisations, for example from Public Health England, NHS Trusts, GP Practices, Local Authorities, NHS England, the Department of Health and Social Care and other government departments.
Usually we do this by issuing the organisation with a Data Provision Notice. This requires or requests those organisations to provide us with data where this is necessary for us to perform our functions under the Health and Social Care Act 2012.
Examples of our Data Provision Notices:
When we receive a Direction or Request to collect data, we issue a Data Provision Notice (DPN). It provides details about the data collection, including: purpose, benefits, frequency and method of collection.
Who we share your data with
The health and social care system is facing significant pressures due to the COVID-19 outbreak. Health and care information is essential to deliver care to individuals, to support health and social care services and to protect public health. Information will also be vital in researching, monitoring, tracking and managing the outbreak. In the current emergency it has become even more important to share health and care information across relevant organisations.
The Health Service (Control of Patient Information) Regulations 2002 allow confidential patient information to be used and shared appropriately and lawfully in a public health emergency and are being used during this outbreak.
Using these regulations, the Secretary of State has issued legal notices requiring NHS Digital, NHS England and Improvement, Arms-Length Bodies (such as Public Health England), local authorities, health organisations and GPs to share confidential patient information to respond to the COVID-19 outbreak. Any information used or shared during the COVID-19 outbreak will be limited to the period of the outbreak unless there is another legal basis to use patient information.
Details of legal notices requiring organisations to share information
Coronavirus (COVID-19): notification to organisations to share information
Notification to healthcare organisations, GPs, local authorities and arm’s length bodies that they should share information to support efforts against coronavirus (COVID-19).
NHS Digital also has a number of legal powers under the Health and Social Care Act 2012 to share data with organisations where it is necessary for particular purposes.
We may, therefore, share your personal data using these powers, or under the legal notice mentioned above, with other health and care organisations for the purposes of your individual care and treatment or for planning, commissioning and research purposes.
We may also share your personal data with approved researchers, including for the purposes of carrying out clinical trials. We will only share your data with other organisations where this is lawful and and in line with data protection law.
Types of organisations we may share your data with
The types of organisations we may share your data with include:
- the Department of Health and Social Care and other government departments, as part of the government response to coronavirus
- NHS England
- Public Health England
- GPs
- Clinical Commissioning Groups
- Local Authorities
- other NHS, health, or social care organisations
- NHS bodies in Scotland, Wales and Northern Ireland
- research bodies, such as universities and hospitals
We may also share your information with organisations who process personal data for us on our behalf. They are called Processors. Where we use Processors we have contracts in place with them which means that they can only process your personal data on our instructions. Our Processors are also required to comply with stringent security requirements when processing your personal data on our behalf.
We will also publish data we have obtained for COVID-19 purposes which is anonymous, so that no individuals can be identified from that data. This will enable NHS and other organisations to use this anonymous data for statistical analysis and for planning, commissioning and research purposes as part of the response to coronavirus.
Examples of data we have published as part of our response to COVID-19
NHS Digital response to coronavirus (COVID-19)
How we are supporting health and care as part of the government response to coronavirus (COVID-19).
How long we keep your personal data for
We will only retain your personal data for as long as is necessary for the purposes for which we obtained it and in accordance with the following:
Records Management Code of Practice for Health and Social Care 2016
Records Management Code of Practice for Health and Social Care 2016
What health and care organisations and their staff have to do to manage records correctly.
NHS Digital’s Records Management Policy
NHS Digital Records and Document Management Policy
Other organisations with whom we share your personal data have obligations to keep it for no longer than is necessary for the purposes for which we have shared your personal data. Information about this will be provided in their transparency or privacy notices which are published on their websites.
Where we store the data
NHS Digital only stores and processes your personal data within the United Kingdom.
Fully anonymous data, for example, statistical data, which does not allow you to be identified, may be stored and processed outside of the UK. Some of our Processors may process your personal data outside of the UK. If they do we will always ensure that the transfer outside of the UK complies with data protection laws.
Your rights over your personal data and further information
To read more about the health and care information NHS Digital collects, our legal basis for collecting this information, and what choices and rights you have, see How we look after your health and care information and our General transparency notice.
We may make changes to this transparency notice. If we do, the date at the top of the notice will also change. Any changes to this notice will apply immediately from the date of any change.
Data Protection
In order to provide the right level of care, we are required to hold personal information about you on our computer systems and in paper records to help us to look after your health needs, and your doctor is responsible for their accuracy and safe-keeping. Please help to keep your record up to date by informing us of any changes to your circumstances.
Confidentiality and Personal Information
Doctors and staff in the practice have access to your medical records to enable them to do their jobs. From time to time information may be shared with others involved in your care if it is necessary. Anyone with access to your record is properly trained in confidentiality issues and is governed by both legal and contractual duty to keep your details private.
All information about you is held securely and appropriate safeguards are in place to prevent accidental loss.
In some circumstances we may be required by law to release your details to statutory or other official bodies, for example if a court order is presented, or in the case of public health issues. In other circumstance you may be required to give written consent before information is released – such as for medical reports for insurance, solicitors etc.
To ensure your privacy, we will not disclose information over the telephone or fax unless we are sure that we are talking to you. Information will not be disclosed to family, friends or spouses unless we have prior written consent, and we do not, leave messages with others.
You have a right to see your records if you wish. Please ask at reception if you would like further details about our patient information leaflet. An appointment may be required. In some circumstances a fee may be payable.
Disabled Access
We make every effort to make the surgery accessible for disabled patients. There is access through the main door and we have a wheelchair available for use in surgery.
Hearing Difficulties
If you are experiencing hearing difficulties when being called in to see the doctor or nurse, please do let us know in order for us to set up an alert on your medical records and personally collect you from the waiting room. Alternatively, we do have the facility of a portable induction loop. If you would like to use this, please ask at reception for assistance.
Disabled Access
We make every effort to make the surgery accessible for disabled patients. There is access through the main door and we have a wheelchair available for use in surgery.
Hearing Difficulties
If you are experiencing hearing difficulties when being called in to see the doctor or nurse, please do let us know in order for us to set up an alert on your medical records and personally collect you from the waiting room. Alternatively, we do have the facility of a portable induction loop. If you would like to use this, please ask at reception for assistance.
GDPR
GP Earnings
Rothwell and Oulton Medical Practice
Average Pay For 2021/2022
NHS England requires that the net earnings of doctors engaged in the practice is publicised, and 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 spend working in the practice, and should not be used to form any judgement about GP earnings, nor to make any comparison with any other practice.
All GP practices are required to declare the mean earnings (e.g. average pay) for GPs working to deliver NHS services to patients at each practice.
The average pay for GPs working in Rothwell and Oulton Medical Practice in the last financial year was £61,882 before tax and National Insurance.
This is for 1 full time GPS and 9 part time GPs who worked in the practice for more than six months.
Infection Control
INFECTION CONTROL STATEMENT
It is vital to Dr Freeman and Partners to ensure that our patients receive excellent care in a place safe from the risk of infection. It is of the upmost importance to us to keep our patients safe and regular reviews of our infection control practices help us to maintain our high standards of care
The statement summarises:-
- Any infection transmission incidents and any action taken (these will have been reported in accordance with our Significant Event Procedure).
- Details of any infection control audits undertaken and actions undertaken.
- Details of any risk assessments undertaken for prevention and control of infection.
- Details of any staff training.
- Any review and update of policies, procedures and guidelines.
Infection Transmission Incidents (Significant Events)
Significant events (which may involve examples of good practice as well as challenging events) are investigated in detail to see what can be learnt and to indicate changes that might lead to future improvements. All significant events are reviewed and discussed in the time in session and cascaded to all relevant staff.
COVID-19 being a significant event in 2020/21, which is ongoing. Dr Freeman and Partners are following all NHS England Guidance and Standard Operating Procedures for General Practice
As a result of any events, Dr Freeman and Partners:
- Continue with annual infection control updates for both clinical and non-clinical staff.
- Ensure infection control guidance remains accessible to all staff
- Training is recorded and monitored
Infection Prevention Audits and Actions
The Annual Infection Prevention and Control audit was completed Vicky Hindle Infection Control Leads in August 2022.
All staff had handwashing assessments for all staff, clinical and nonclinical and will be completed by August 31st 2022.
Cleaning Specifications
Dr Freeman and Partners have contracted cleaners which we closely monitor. Rooms are cleaned according to their usage/purpose and cleaned appropriately.
All equipment used by clinical staff is either single use or cleaned after patient usage. Cleaning logs are maintained
Risk Assessments
Risk assessments are carried out so that best practice can be established and then followed.
- Legionella (Water) Risk Assessments: The practice reviews its water safety risk assessment to ensure that the water supply does not pose a risk to patients, visitors or staff.
- Coli incidences
- Immunisation: As a practice we ensure that all our staff are up to date with their Hepatitis B immunisations and any occupational health vaccinations applicable to their role (i.e., MMR, Seasonal Flu, COVID-19). We take part in the National Immunisation campaigns for patients and offer vaccinations in surgery at PCN sites (COVID-19 Vaccinations only) and via home visits to our patient population.
- Curtains: Disposable curtains are used in clinical rooms and are changed every 12 months according to manufacturer instruction.
Training
All our staff complete an annual e-learning infection control update. The practice Infection Control lead and Practice Manger attends an annual Infection Control Update. Updates for 20/21 have been remote due to COVID-19 restrictions. Dates for 21/22 are been looked at to be able to attend.
Policies
All Infection Prevention Control related policies are in date. Policies relating to Infection Control are available to all staff and are reviewed and updated annually, and all are amended on an on-going basis as current advice, guidance and legislation changes.
Responsibility
It is the responsibility of each individual to be familiar with this Statement and their roles and responsibilities under this.
Responsibility for Review
The Infection Prevention and Control Lead and the Practice Manager are responsible for reviewing and producing the Annual Statement.
Hilary Farrar (Practice Manager)
Vicky Hindle (Lead Nurse)
V.Hindle 18/8/22
IT Policy
This practice is committed to preserving, as far as is practical, the security of data used by our information systems. This means that we will take all reasonable actions to;
Maintain the Confidentiality of all data within the practice by:
- Ensuring that only authorised persons can gain access to our systems
- Not disclosing information to anyone who has no right to see it
Maintain the integrity of all data within the practice by:
- Taking care over input
- Ensuring that all changes are reported and monitored
- Checking that the correct record is on the screen before updating
- Reporting all apparent errors and ensuring that they are resolved
Maintain the availability of all data by:
- Ensuring that all equipment is protected from intruders
- Ensuring that backups are taken at regular, predetermined intervals
- Ensuring that contingency is provided for possible failure or equipment theft and that any such contingency plans are tested and kept up to date
Additionally we will take all reasonable measures to comply with our legal responsibilities under:
- The Data Protection Act (2018)
- The Health and Safety at Work Act (1992)
- The Access to Health Records Act (1990)
Missed Appointments Policy
A large number of appointments each month are wasted through patients failing to attend without informing the surgery in advance. It has therefore become necessary to implement the following policy:
If patients repeatedly fail to attend appointments you may be removed from our practice list and required to find an alternative GP surgery.
If you cannot attend your appointment for any reason please let us know as soon as possible, giving at least 24 hours notice. We recognise that this isn’t always possible and something may happen at the last minute, however, we ask that patients do their best to inform us where possible. This means we can then offer the appointment to someone else who may be in great need of it.
Equally, if you find that you regularly struggle to attend your appointments for whatever reason, please let us know so we can discuss a possible solution. If patients repeatedly fail to attend appointments without informing us, we will write to you and if we do not see any improvement with future booked appointments, regrettably, you may be asked to find an alternative GP practice.
Non NHS Services
Private Work Fees
Some services provided fall outside the scope of the NHS and therefore attract charges. Examples include the following:
- Medicals for pre-employment, sports and driving requirements (HGV, PSV etc.)
- Insurance claim forms
- Passport signing
- Prescriptions for taking medication abroad
- Private sick notes
Our reception staff will be happy to advise you about appointment availability and applicable charges.
Personal Data
The following IT systems are in use at the practice:
- Referral Management (using NHS numbers in referrals)
- Electronic Appointment Booking (the facility to book routine appointments online and, similarly, to cancel appointments
- Online booking of repeat prescriptions
- Summary Care Record (uploading details of your current medication and allergies to the national “spine” so that these are available for doctors involved in your care elsewhere)
- GP to GP transfers (the electronic transfer of records from practice to practice when you re-register
- Patient Access to records (the facility to view your medical records online).
If you are not already registered for online access and would like to be please complete our online form.
If you would like access to your medical records enabled or would like to opt out of the local or national summary care record, please contact reception.
Practice Charter
All members of the surgery primary care team are dedicated to a quality policy to achieve health services which meet the patient’s requirements.
Practice Leaflet
All new patients will be offered a copy of our practice leaflet and copies will be available at the reception desk.
Surgery Premises
Our surgery building will be welcoming, easy for patients to find their way around and appropriate to the needs of users, including the disabled.
Patients’ rights to General Medical Services
Patients have the rights to:
- Be registered with a General Practitioner
- Change doctor if desired
- Be offered a health check on joining the practice
- Receive emergency care at any time from the practice
- Receive appropriate drugs and medicines
- Be referred for specialist or second opinion if they and the GP agrees
- Have the right to view their medical records, subject to the Acts and to know that those working for the NHS are under legal obligation to keep the contents confidential.
Changes to Procedures
When changes are introduced to practice procedures that affect patients, we will ensure that these are clearly explained, by means of the practice leaflet, website, waiting room notice board or individual leaflets, giving as much notice as practicable.
Repeat Prescriptions
To ensure the best possible knowledge of your personal health, these will be signed by one of your usual GP’s wherever possible. Repeat prescriptions can be ordered at the surgery, in person, by post, by fax or via the practice website (Please allow 2 working days notice)
Referrals
- Urgent referrals to other health and social care agencies will be made within one working day of the patient consultation. Where requested, our GPs will refer you to a private health provider.
- We will normally process non-urgent referrals within five working days of the patient consultation or the doctor’s decision to refer.
Test Results
When a doctor or nurse arranges for a test to be taken the patient will be informed how to obtain the result. (Results are normally available after 2 pm – the staff will advise you how long the results will take to be reported)
Transfer of Medical Records
The Practice will endeavour to dispatch any medical record required by the Health Authority within seven working days and same day if the request is urgent.
Privacy and Confidentiality
We will respect our patients’ privacy, dignity and confidentiality at all times.
Appointments with a Doctor
For medically urgent requests, we will offer an appointment on the same day and for problems which cannot wait for next routine appointment within 48 hours.
With a Practice Nurse
For routine appointments we will endeavour to offer an appointment within five working days. If there is a delay in the appointment wait (when you arrive) of more than 20 minutes we will endeavour to let you know.
We are happy to update you on any delay situation if you feel that you have been waiting too long.
Home Visits
We are unable to guarantee a specific doctor will visit you as this depends on availability and other factors. The decision to home visit will be at the doctors’ discretion and is based on CLINICAL need for patients clinically housebound due to their current condition.
Practice Newsletter
We will publish an informative newsletter every season.
Out of Hours Emergencies
We will do everything possible to ensure that our system for contacting the duty doctor is easy to follow, reliable and effective.
Waiting Times
- Surgeries will normally start on time.
- Our aim is that patients will be seen within twenty minutes of their appointment time, and in the event of a delay we will offer an explanation.
- When a doctor is called away on an emergency we will inform the patients and give them an opportunity to book an alternative appointment, or if preferred, to be seen by another doctor.
With these rights come responsibilities and for the patients this means:
- Courtesy to the staff at all times – remember they are working under doctors’ orders.
- Responding in a positive way to questions asked by the reception staff.
- To attend appointments on time or give the practice adequate notice that they wish to cancel. Someone else could use your appointment!
- An appointment is for one person only – where another member of the family needs to be seen or discussed, another appointment should be made and the Medical Record be made available.
- Patients should make every effort when consulting the surgery to make best use of nursing and medical time – home visits should be medically justifiable and not requested for social convenience.
- Patients are asked to give 48 hours notice for repeat prescriptions, this time is required to allow for accurate prescribing.
- Out-of-hours calls (e.g. evenings; nights & weekends) should only be requested if they are felt to be truly necessary.
Privacy Notice – Candidates Applying for Work
Privacy Notice – Candidates Applying for Work
Version: | Review date: | Edited by: | Approved by: | Comments: |
V1 | Nov 2023 | T Fitzmaurice | H Farrar | |
Table of contents
2.2 Why and how it applies to them 2
3.2 Data Protection Act 2018 (DPA18) 3
3.3 Information Commissioner’s Office (ICO) 3
3.4 UK General Data Protection Regulation (UK GDPR) 3
4 Compliance with regulations 3
4.3 Communicating privacy information 4
5.1 Privacy notice checklists 4
Annex A – Candidates applying for work privacy notice 6
1 Introduction
1.1 Principles
NHS Digital is a data controller and has a legal duty, in line with the UK General Data Protection Regulation (UK GDPR), to explain why it is using data and what data is being used. Similarly, Oulton Medical Centre has a duty to advise candidates applying for work of the purpose of personal data and the methods by which their personal data will be processed.
1.2 Status
The organisation aims to design and implement policies and procedures that meet the diverse needs of our service and workforce, ensuring that none are placed at a disadvantage over others, in accordance with the Equality Act 2010. Consideration has been given to the impact this policy might have with regard to the individual protected characteristics of those to whom it applies.
This document and any procedures contained within it are non-contractual and may be modified or withdrawn at any time. For the avoidance of doubt, it does not form part of your contract of employment.
1.3 Training and support
The organisation will provide guidance and support to help those to whom it applies to understand their rights and responsibilities under this policy. Additional support will be provided to managers and supervisors to enable them to deal more effectively with matters arising from this policy.
2 Scope
2.1 Who it applies to
This document applies to all candidates applying for work within Oulton Medical Centre
Furthermore, it applies to clinicians who may or may not be applying to be employed by the organisation but who will be working under the Additional Roles Reimbursement Scheme (ARRS).[1]
2.2 Why and how it applies to them
Every candidate should be aware of the candidate privacy notice and understand how information may be used and with whom the organisation will share that information.
The first principle of data protection is that personal data must be processed fairly and lawfully. Being transparent and providing accessible information to persons about how their personal data is used is a key element of the UK General Data Protection Regulation.
3 Definition of terms
3.1 Privacy notice
A statement that discloses some or all of the ways in which the organisation gathers, uses, discloses and manages a person’s data. It fulfils a legal requirement to protect a person’s privacy.
3.2 Data Protection Act 2018 (DPA18)[2]
The Data Protection Act (DPA18) will ensure continuity by putting in place the same data protection regime in UK law pre- and post-Brexit.
3.3 Information Commissioner’s Office (ICO)[3]
The UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals
3.4 UK General Data Protection Regulation (UK GDPR)[4]
The UK GDPR replaced the Data Protection Directive 95/46/EC and was designed to harmonise data privacy laws across Europe to protect and empower all EU citizens’ data privacy and to reshape the way in which organisations across the region approach data privacy. The UK GPDR came into effect in May 2018.
3.5 Data controller
The entity that determines the purposes, conditions and means of the processing of personal data
3.6 Data subject
A natural person whose personal data is processed by a controller or processor
4 Compliance with regulations
4.1 UK GDPR
In accordance with the UK GDPR, this organisation will ensure that information provided to subjects about how their data is processed will be:
- Concise, transparent, intelligible and easily accessible
- Written in clear and plain language, particularly if addressed to a child
- Free of charge
4.2 Article 5 compliance
In accordance with Article 5 of the UK GDPR, this organisation will ensure that any personal data is:
- Processed lawfully, fairly and in a transparent manner in relation to the data subject
- Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes
- Adequate, relevant and limited to what is necessary in relation to the purposes for which it is processed
- Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that is inaccurate having regard to the purposes for which it is processed, is erased or rectified without delay
- Kept in a form that permits the identification of data subjects for no longer than is necessary for the purposes for which the personal data is processed
- Processed in a manner that ensures the appropriate security of the personal data including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage by using appropriate technical or organisational measures
Article 5 also stipulates that the controller shall be responsible for, and be able to demonstrate compliance with, the above.
4.3 Communicating privacy information
At Oulton Medical Centre, the organisation’s candidates applying for work privacy notice is displayed on our website and in writing if requested.
We will:
- Inform candidates how their data will be used and for what purpose
- Allow candidates to opt out of sharing their data, should they so wish
5 Further information
5.1 Privacy notice checklists
The ICO has provided a privacy notice checklist that can be used to support the writing of the organisation’s privacy notice. The checklist can be found by following this link.
5.2 Privacy notice template
A privacy notice template can be found at Annex A.
It is recognised that the type and style of privacy notices may vary. However, this privacy notice template has been reviewed as appropriate by a current DATA PROTECTION OFFICER. It is acknowledged to be extensive and covers all eventualities that may occur around information governance.
5.3 e-Learning
Both General Data Protection Regulation (GDPR) and GDPR – The Perfect Practice e-Learning courses are available on the HUB
6 Summary
It is the responsibility of all candidates applying for work at Oulton Medical Centre to ensure that they understand what information is held about them and how this information may be used.
Furthermore, the organisation must adhere to the DPA18 and the UK GDPR to ensure compliance with extant legal rules and legislative acts.
Annex A – Candidates applying for work privacy notice
Introduction
At Oulton Medical Centre we have a legal duty to explain how we use any personal information we collect about you at the organisation. We collect records during the recruitment stage and then data is continued to be collected for any successful candidate. This is in both electronic and paper format.
This privacy notice applies to personal information processed by or on behalf of Oulton Medical Centre. We are required to provide you with this privacy notice by law. It provides information on how we use the personal and healthcare information we collect, store and hold about you. If you have any questions about this privacy notice or are unclear about how we process or use your personal information or have any other issue regarding your personal and healthcare information, then please contact our data protection officer Louise Whitworth. Contact details: [email protected]
This notice explains:
- Who we are, how we use your information and our Data Protection Officer (DPO)
- What kind of personal information about you we process
- What the legal grounds are for our processing of your personal information (including when we share it with others)
- What you should do if your personal information changes
- How long your personal information is retained by us
- What your rights are under data protection laws
The UK General Data Protection Regulation (UK GDPR) became law on 24th May 2016. This is a single EU-wide regulation on the protection of confidential and sensitive information. It entered into force in the UK on the 25th May 2018, repealing the Data Protection Act (1998).
For the purpose of applicable data protection legislation (including but not limited to the General Data Protection Regulation (Regulation (EU) 2016/679) (the “GDPR”), and the Data Protection Act 2018 (DPA2018) the organisation responsible for your personal data is [insert organisation name].
This notice describes how we collect, use and process your personal data and how, in doing so, we comply with our legal obligations to you. Your privacy is important to us and we are committed to protecting and safeguarding your data privacy rights. This privacy policy applies to the personal data collected from candidates applying for roles within the organisation.
How we use your information and the law
Oulton Medical Cenre will be what is known as the ‘controller’ of the personal data you provide to us. Upon applying for work with the organisation you will be asked to supply the following personal information:
- Name
- Address
- Telephone numbers
- Email address
- Date of birth
- Previous employment data
- Recruitment information such as your application form and CV, references, qualifications and membership of any professional bodies and details of your employment history, skills and experience
- Information about your current level of remuneration, including benefit entitlements
- Whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process
- Information in relation to your right to work in the UK [as per the Rights to Work in the UK – guide to checking]
- Information from the Disclosure and Barring Service (DBS) in order to administer relevant checks and procedures
- Vaccination and immunisation status/information
The information that we ask you to provide to the organisation is required for the following reasons:
- In order for us to review your application
- In order for us to contact you with interview details
- To comply with appropriate employment law
- To ensure that we can provide any reasonable adjustments as necessary
The organisation may collect this information in a variety of ways, for example from application forms, CVs or resumes, obtained from your passport or other identity documents such as your driving licence and from forms completed by you or through interviews, meetings or other assessments including on-line tests.
This personal data might be provided to us by you, or someone else (such as a former employer’s reference, information from background check providers including criminal records checks permitted by law) or it could be created by us.
The organisation will seek information from third parties only once a job offer has been made to you and we will inform you that we are doing so.
Your personal data will be stored in a range of different places including in your application record, in the organisation’s HR management systems and in other IT systems (including the organisation’s email system).
Throughout the application process we will collect data and add this to your personnel file i.e., interview question answers, interview scores etc.
Special categories of personal data
Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations (such as those in relation to job applicants with disabilities).
For some roles, the organisation is obliged to seek information about criminal convictions and offences. Where we seek this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, the organisation may keep your personal data on file in case there are future job opportunities for which you may be considered. We will seek your consent to do this and you are free to withdraw your consent at any time.
How do we lawfully use your data?
We need to know your personal, sensitive and confidential data in order to employ you. Under the General Data Protection Regulation we will be lawfully using your information in accordance with:
- Article 6, (b) Necessary for performance of/entering into contract with you
- Article 9(2) (b) Necessary for controller to fulfil employment rights or obligations in employment
This notice applies to the personal data of our candidates applying for work at Oulton Medical Centre
How do we maintain the confidentiality of your record?
We are committed to protecting your privacy and will only use information collected lawfully in accordance with:
- Data Protection Act 2018
- The UK General Data Protection Regulations
- Human Rights Act 1998
- Common Law Duty of Confidentiality
- NHS Codes of Confidentiality, Information Security and Records Management
We will only ever use or pass on information about you to others who have a genuine need for it. We will not disclose your information to any third party without your permission unless there are exceptional circumstances (i.e., life or death situations) or where the law requires information to be passed on.
Our policy is to respect the privacy of our candidates and to maintain compliance with the UK General Data Protection Regulation (UK GDPR) and all UK specific Data Protection Requirements. Our policy is to ensure all personal data will be protected.
All employees and sub-contractors engaged by Oulton Medical Centre are asked to sign a confidentiality agreement. The organisation will, if required, sign a separate confidentiality agreement if the client deems it necessary. If a sub-contractor acts as a data processor for Oulton Medical Centre, an appropriate contract (art 24-28) will be established for the processing of your information.
Where do we store your information electronically?
All the personal data we process is processed by our organisation in the UK. However, for the purposes of IT hosting and maintenance this information may be located on servers within the European Union.
No third parties have access to your personal data unless the law allows them to do so and appropriate safeguards have been put in place. We have a data protection regime in place to oversee the effective and secure processing of your personal and or special category (sensitive, confidential) data.
Who are our partner organisations?
We may also have to share your information, subject to strict agreements on how it will be used, with the following organisations:
- Primary Care Networks
- Integrated Care Systems
- NHS Commissioning Support Units
- Clinical Commissioning Groups
- NHS England (NHSE) and NHS Digital (NHSD)
- Local authorities
- CQC
- Private sector providers providing employment services
- Other ‘data processors’ which you will be informed of
Sharing your personal data
Your information may be shared internally for the purpose of the recruitment exercise including with [members of the HR and recruitment team, interviewers in the recruitment process, managers in the business area with the vacancy and IT staff if access to the data is necessary for performance of their roles
The organisation will not share your personal data with third parties except those engaged for the purposes of the recruitment process or unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal record checks.
The organisation will not transfer your data to countries outside the European Economic Area.
You will be informed who your data will be shared with and in some cases asked for 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. All employees and sub-contractors engaged by Oulton Medical Centre are asked to sign a confidentiality agreement. If a sub-contractor acts as a data processor for the organisation, an appropriate contract (art 24-28) will be established for the processing of your information.
Who is the data controller?
Oulton Medical is registered as a data controller under the Data Protection Act 2018. Our registration number is Z598614X and our registration can be viewed online in the public register at http://www.ico.gov.uk. This means we are responsible for handling your personal and healthcare information and collecting and storing it appropriately.
We may also process your information for a particular purpose and therefore we may also be data processors. The purposes for which we use your information are set out in this privacy notice.
How long do we keep your personal information?
We are required under UK law to keep your information and data for the full retention periods as specified by the NHS Records Management Code of Practice for health and social care and national archives requirements.
If your application is unsuccessful, the organisation will hold your personal data for a period of six months following the recruitment process. If you agree to allow the organisation to keep your personal data on file, for consideration for future job opportunities, we will hold your data for a further six months. At the end of that period (or once you withdraw consent), your data will be deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment.
More information on records retention can be found online at: NHSX – Records Management Code of Practice 2020.
Storing DBS certificates
The correct storage of DBS certificate information is important. The code of practice requires that the information revealed is considered only for the purpose for which it was obtained and should be destroyed after six months.
How can you access, amend or move the personal data that you have given to us?
Even if we already hold your personal data, you still have various rights in relation to it. For further information about this, please contact the practice manager. We will seek to deal with your request without undue delay and in any event in accordance with the requirements of any applicable laws. Please note that we may keep a record of your communications to help us resolve any issues which you raise.
- Right to object: If we are using your data because we deem it necessary for our legitimate interests to do so, and you do not agree, you have the right to object. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases). Generally, we will only disagree with you if certain limited conditions apply.
- Right to withdraw consent: Where we have obtained your consent to process your personal data for certain activities (for example for a research project), or consent to market to you, you may withdraw your consent at any time.
- Right to erasure: In certain situations (for example, where we have processed your data unlawfully), you have the right to request us to “erase” your personal data. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases) and will only disagree with you if certain limited conditions apply. If we do agree to your request, we will delete your data but will generally assume that you would prefer us to keep a note of your name on our register of individuals who would prefer not to be contacted. That way, we will minimise the chances of you being contacted in the future where your data is collected in unconnected circumstances. If you would prefer us not to do this, you are free to say so.
- Right of data portability: If you wish, you have the right to transfer your data from us to another data controller.
Your rights as a candidate applying for work
Data Subject Access Requests (DSAR): You have a right under the data protection legislation to request access to view or to obtain copies of what information this organisation holds about you and to have it amended should it be inaccurate. To request this, you need to do the following:
- Your request should be made to The Practice Manager, Oulton Medical Centre, Quarry Hill, Oulton, Leeds LS26 8SZ
- There is no charge to have a copy of the information held about you. 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 are required to provide you with information within one month. 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
- You will need to give adequate information (for example full name, address, date of birth and details of your request) so that your identity can be verified and your records located
What should you do if your personal information changes?
You should tell us so that we can update our records. Please contact the management team as soon as any of your details change, this is especially important for changes of address or contact details (such as your mobile phone number).
What to do if you have any questions
Should you have any questions about this privacy policy or the information we hold about you, you can:
- Contact the organisation via email at: [email protected]
- Write to the data protection officer at Oulton Medical Centre, Quarry Hill, Oulton, Leeds LS26 8SX
- Ask to speak to the practice manager or the deputy practice manager
The data protection officer (DPO) for Oulton Medical Centre is Louise Whitworth
Objections or complaints
In the unlikely event that you are unhappy with any element of our data-processing methods, do please contact the practice manager at Oulton Medical Centre in the first instance. If you feel that we have not addressed your concern appropriately, you have the right to lodge a complaint with the ICO. For further details, visit ico.gov.uk and select “Raising a concern” or telephone: 0303 123 1113
The Information Commissioner’s Office is the regulator for the General Data Processing Regulations and offers independent advice and guidance on the law and personal data including your rights and how to access your personal information.
Changes to our privacy policy
We regularly review our employee privacy policy and any updates will be published to reflect the changes.
Privacy Policy
This privacy notice lets you know what happens to any personal data that you give to us, or any that we may collect from or about you.
This privacy notice applies to personal information processed by or on behalf of the practice.
This Notice explains
- Who we are, how we use your information and our Data Protection Officer
- What kinds of personal information about you do we process?
- What are the legal grounds for our processing of your personal information (including when we share it with others)?
- What should you do if your personal information changes?
- For how long your personal information is retained by us?
- What are your rights under data protection laws?
The General Data Protection Regulation (GDPR) was incorporated into the UK’s Data Protection Act on 25th May 2018. This is a single EU-wide regulation on the protection of confidential and sensitive information.
For the purpose of applicable data protection legislation (including but not limited to the General Data Protection Regulation (Regulation (EU) 2016/679) (the “GDPR”), and the Data Protection Act 2018 (currently in Bill format before Parliament) the practice responsible for your personal data.
This Notice describes how we collect, use and process your personal data, and how, in doing so, we comply with our legal obligations to you. Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights
How we use your information and the law.
The practice will be what’s known as the ‘Controller’ of the personal data you provide to us.
We collect basic personal data about you which does not include any special types of information or location-based information. This does however include name, address, contact details such as email and mobile number etc.
We will also collect sensitive confidential data known as “special category personal data”, in the form of health information, religious belief (if required in a healthcare setting) ethnicity, and sex during the services we provide to you and or linked to your healthcare through other health providers or third parties.
Why do we need your information?
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 to ensure that your information is kept confidential and secure. Records which the Practice hold about you may include the following information;
- Details about you, such as your address, carer, legal representative, emergency contact details
- Any contact the surgery has had with you, such as appointments, clinic visits, emergency appointments, 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.
How do we lawfully use your data?
We need to know your personal, sensitive and confidential data in order to provide you with Healthcare services as a General Practice, under the General Data Protection Regulation we will be lawfully using your information in accordance with: –
Article 6, e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;”
Article 9, (h) processing is necessary for the purposes of preventive 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
This Privacy Notice applies to the personal data of our patients and the data you have given us about your carers/family members.
Risk Stratification
Risk stratification data tools are increasingly being used in the NHS to help determine a person’s risk of suffering a condition, preventing an unplanned or (re)admission 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 de-identified information 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.
How do we maintain the confidentiality of your records?
We are committed to protecting your privacy and will only use information collected lawfully in accordance with:
- Data Protection Act 2018
- The General Data Protection Regulations 2016
- 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 (i.e. life or death situations), where the law requires information to be passed on and / or in accordance with the information sharing principle following Dame Fiona Caldicott’s information sharing review (Information to share or not to share) 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.
Our practice policy is to respect the privacy of our patients, their families and our staff and to maintain compliance with the General Data Protection Regulations (GDPR) and all UK specific Data Protection Requirements. Our policy is to ensure all personal data related to our patients will be protected.
All employees and sub-contractors engaged by our practice are asked to sign a confidentiality agreement. The practice will, if required, sign a separate confidentiality agreement if the client deems it necessary. If a sub-contractor acts as a data processor for the practice an appropriate contract (art 24-28) will be established for the processing of your information.
In certain circumstances you may have the right to withdraw your consent to the processing of data. Please contact the Data Protection Officer in writing if you wish to withdraw your consent. If some circumstances we may need to store your data after your consent has been withdrawn to comply with a legislative requirement.
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 – the surgery will always gain your consent before releasing the information for this purpose in an identifiable format. In some circumstances you can Opt-out of the surgery sharing any of your information for research purposes.
With your consent we would also like to use your information to
We would however like to use your name, contact details and email address to inform you of services that may benefit you, with your consent only. There may be occasions were authorised research facilities would like you to take part on innovations, research, improving services or identifying trends.
At any stage where we would like to use your data for anything other than the specified purposes and where there is no lawful requirement for us to share or process your data, we will ensure that you have the ability to consent and opt out prior to any data processing taking place. This information is not shared with third parties or used for any marketing and you can unsubscribe at any time via phone, email or by informing the practice DPO as below.
Where do we store your information Electronically?
All the personal data we process is processed by our staff in the UK however for the purposes of IT hosting and maintenance this information may be located on servers within the European Union.
No 3rd parties have access to your personal data unless the law allows them to do so and appropriate safeguards have been put in place. We have a Data Protection regime in place to oversee the effective and secure processing of your personal and or special category (sensitive, confidential) data.
Who are our partner organisations?
We may also have to share your information, subject to strict agreements on how it will be used, with the following organisations;
- NHS Trusts / Foundation Trusts
- GP’s
- eMBED Health
- Independent Contractors such as dentists, opticians, pharmacists
- Private Sector Providers
- Voluntary Sector Providers
- Ambulance Trusts
- Clinical Commissioning Groups
- Social Care Services
- NHS England (NHSE) and NHS Digital (NHSD)
- 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 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. All employees and sub-contractors engaged by our practice are asked to sign a confidentiality agreement. If a sub-contractor acts as a data processor for the practice an appropriate contract (art 24-28) will be established for the processing of your information.
How long will we store your information?
We are required under UK law to keep your information and data for the full retention periods as specified by the NHS Records management code of practice for health and social care and national archives requirements. More information on records retention can be found online at (https://digital.nhs.uk/article/1202/Records-Management-Code-of-Practice-for-Health-and-Social-Care-2016)
How can you access, amend move the personal data that you have given to us?
Even if we already hold your personal data, you still have various rights in relation to it. To get in touch about these, please contact us. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of any applicable laws. Please note that we may keep a record of your communications to help us resolve any issues which you raise.
Right to object: If we are using your data because we deem it necessary for our legitimate interests to do so, and you do not agree, you have the right to object. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases). Generally, we will only disagree with you if certain limited conditions apply.
Right to withdraw consent: Where we have obtained your consent to process your personal data for certain activities (for example for a research project), or consent to market to you, you may withdraw your consent at any time.
Right to erasure: In certain situations (for example, where we have processed your data unlawfully), you have the right to request us to “erase” your personal data. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases) and will only disagree with you if certain limited conditions apply. If we do agree to your request, we will Delete your data but will generally assume that you would prefer us to keep a note of your name on our register of individuals who would prefer not to be contacted. That way, we will minimise the chances of you being contacted in the future where your data are collected in unconnected circumstances. If you would prefer us not to do this, you are free to say so.
Right of data portability: If you wish, you have the right to transfer your data from us to another data controller. We will help with this with a GP to GP data transfer and transfer of your hard copy notes
Access to your personal information
Data Subject Access Requests (DSAR): You have a right under the Data Protection legislation to request access to view or to obtain copies of what information the surgery holds about you and to have it amended should it be inaccurate. To request this, you need to do the following:
- Your request should be made to the Practice – for information from the hospital you should write direct to them
- There is no charge to have a copy of the information held about you
- We are required to respond to you within one month
- 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 information we hold about you at any time.
What should you do if your personal information changes?
You should tell us so that we can update our records please contact the Practice Manager as soon as any of your details change, this is especially important for changes of address or contact details (such as your mobile phone number), the practice will from time to time ask you to confirm that the information we currently hold is accurate and up-to-date.
ACR project for patients with diabetes
A programme sponsored by NHS Digital to monitor urine albumin:creatinine ratio (ACR) annually for patients with diabetes. This enables patients with diabetes to test their kidney function from home. We will share your contact details with Healthy.io to enable them to contact you and confirm that you wish them to send you a test kit. This will help identify patients at risk of kidney disease and help us agree any early interventions that can be put in place for the benefit of your care. If you do not wish to take part in the service, you have the opportunity to decline when Healthy.io contact you. If you do not wish to receive any further information from Healthy.io then they will delete any data that they hold about you and we will continue to manage your care within the Practice. Further information about this is available at: http://bit.ly/testACR.
Safe Surgeries Declaration
IS PROUD TO BE A SAFE SURGERY FOR
EVERYONE IN OUR COMMUNITY
In recognition of the barriers to healthcare access faced by people in vulnerable
circumstances, including migrants, we commit to protecting the human right to health.
We will take steps to ensure that everyone in our community may fulfil their
entitlement to quality healthcare.
In partnership with Doctors of the World UK, we will ensure that our practice offers a
welcoming space for everyone who seeks to use our services.
Mindful of our duties to uphold equality and human rights law, we will implement
patient registration policies which do not discriminate based on race, gender, sexual
orientation, immigration status or any other characteristic.
Supported by the Safe Surgeries initiative, we will ensure that our staff understand
the specific barriers faced by migrants in vulnerable circumstances and that they are
empowered to mitigate these barriers, where possible.
We will ensure that a lack of identification or proof of address, immigration status or
language do not prevent patient registration.
As a member of the Safe Surgeries community, we will endeavour to support other
Safe Surgeries and, where appropriate, provide feedback to Doctors of the World UK
to support the development of the network.
Sharing Your Medical Record
Increasingly, patient medical data is shared e.g. between GP surgeries and District Nursing, in order to give clinicians access to the most up to date information when attending patients.
The systems we operate require that any sharing of medical information is consented to by patients beforehand. Patients must consent to sharing of the data held by a health provider out to other health providers and must also consent to which of the other providers can access their data.
e.g. it may be necessary to share data held in GP practices with district nurses but the local podiatry department would not need to see it to undertake their work. In this case, patients would allow the surgery to share their data, they would allow the district nurses to access it but they would not allow access by the podiatry department. In this way access to patient data is under patients’ control and can be shared on a ‘need to know’ basis.
Summary Care Record
Your patient record is held securely and confidentially on the electronic system at your GP practice. If you require treatment in another NHS healthcare setting such as an Emergency Department or Minor Injury Unit, those treating you would be better able to give you appropriate care if some of the information from the GP practice were available to them.
This information can now be shared electronically via: The Summary Care Record, used nationally across England
The information will be used only by authorised health care professionals directly involved in your care. Your permission will be asked before the information is accessed, unless the clinician is unable to ask you and there is a clinical reason for access.
If you would like to opt out, please ask reception for our opt out form.
A parent or guardian can request to opt out children under 16 but ultimately it is the GP’s decision whether to create the records or not, because of their duty of care to the child. If you are the parent or guardian of a child under 16 and feel that they are able to understand, then you should make this information available to them.
Who Has Access?
Across all health care settings, including urgent care, community care and outpatient departments in England.
Information Source
GP record
Content
- Your current medications
- Any allergies you have
- Any bad reactions you have had to medicines
- Additional information (upon request to your GP)
For more information visit:
Training Practice
GPs in Training
Our practice is approved to train fully qualified doctors who wish to specialise in general practice. Our GP registrar will have had 2-4 years of experience as a qualified hospital doctor working in various specialities.
They consult patients on their own, under the mentorship of our trainer. Occasionally we ask permission to video a consultation. You will always be asked in advance and are given the option not to take part, and this will not affect your care in any way. No recording will be taken without your consent and the camera will be switched off on request.
These videos are used only for educational purposes with the doctor doing the consultation and are destroyed after use.
Medical Students
Medical students are sometimes attached to the practice for 2 – 3 weeks as part of their training. If you do not wish a student to be present during your consultation, please inform the receptionist.
Violence Policy
The Practice staff shall always show due respect and courtesy when dealing with patients and their representatives. We respectfully request that patients and their representatives do the same when dealing with members of the practice team.
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.
No form of aggression (whether verbal or physical in nature) will be tolerated – any instances of such behaviour on the practice premises may result in the perpetrator being reported to the Police and removed from the practice’s List of Registered Patients.
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.