PRIVACY STATEMENT FOR PATIENTS
The Whipton Surgery aims to ensure the highest standard of medical care for our patients. To do this we keep records about you, your health and the care we have provided or plan to provide to you.
This Privacy Notice does not provide exhaustive details of all aspect of the collection and use of personal information by The Whipton Surgery. However, we are happy to provide any additional information or explanation needed. If you wish to request further information please contact the Practice Manager by:
Telephone: 01392 462770
Letter: 378 Pinhoe Road, Whipton, Exeter, Devon, EX4 8EG
Alternatively you can contact our Data Protection Officer:
Name: Bex Lovewell
Address: Sentinel Healthcare SouthWest Community Interest Company, c/o Express Diagnostics & Treatment Services, 6 Research Way, Plymouth, PL6 8BU
How We Use Your Information
In order to provide for your care, we need to collect and keep information about you and your health on our records. Your information is used to:
We may also use, or share, your information for the following purposes:
Patient identifiable information is only used within the practice. (Patients have the right to request that their health information is not included in audits);
Disclosure of Information to Other Health and Social Professionals
We work with a number of other NHS and partner agencies to provide healthcare services to you. Below is a list of organisations that we may share your information with:
Our Partner Organisations:
We may also share your information with your consent, and subject to strict sharing protocols, about how it will be used, with:
Risk prediction data tools are increasingly being used in the NHS to help determine a person’s risk of suffering a particular condition, preventing an unplanned or (re)admission and identifying a need for preventive information. Information about you is collected from a number of sources in NHS Scotland including this GP Practice. A risk score is then arrived at through an analysis of your De-identifiable information by ISD Scotland and is only provided back to your GP’s Data Controller in an identifiable form. Risk prediction enables your GP to focus on preventing ill health and not just the treatment of illness. If necessary, your GP may be able to offer you additional services.
England Primary Care Information Resource
NHS England uses information from GP patient records to help plan and improve health and care services in Scotland. You have a choice about the information from your GP records being used in this way. You can opt out from this at any time by contacting the Practice.
Emergency Care Summary (ECS)
Emergency care information such as your name, date of birth, the name of your GP, any medicines which your GP has prescribed, any medicines you are allergic to or react badly to, is shared with Out of Hours as this might be important if you need urgent medical care when the GP surgery is closed.
NHS staff (Doctors, Nurses, Accident and Emergency, Ambulance control and crews) can look at your ECS if they need to treat you when the surgery is closed. They will ask for your consent before they look at your records. In an emergency and if you are unconscious, staff may look at your ECS without your agreement to let them give you the best possible care. Whenever NHS staff looks at your ECS, a record will be kept so we can always check who has looked at your information.
Key Information Summary (KIS)
Key information summary (KIS) has been designed to support patients who have complex care needs or long term conditions. KIS allows important information to be shared with health care professionals in unscheduled care in the NHS 24, A&E, Southwest Ambulance Service, Out of Hours, hospital and pharmacy environments.
Information contained in KIS summary includes, future care plans, medications, allergies, diagnosis, your wishes, carer and next of kin details. You have the right to say that you do not want Care staff to see ECS/KIS. Please contact the Practice on 01392 462770 to let us know.
Online Registration for Booking Appointments and Ordering Repeat Prescriptions
This service allows you to book a routine GP appointment 24 hours a day, cancel appointments no longer needed, check your repeat medication, order repeat prescriptions and make changes to your email and mobile contact number where appropriate. You will need to register to use this service and can de-register at any time.
Mail to Patients
We use a printing company to send letters to our patients. Data sent is encrypted and the Company puts it in a format to print the letter, despatch via Royal Mail, and then delete the information we send.
The Practice may conduct Medicines Management Reviews of medications prescribed to its patients. This service performs a review of prescribed medications to ensure patients receive the most appropriate, up to date and cost effective treatments. This service is provided by our clinicians, our employed Pharmacist and Pharmacists provided by New Devon CCG.
This Practice operates a Clinical Computer System on which NHS Staff record information securely. This information can then be shared with other Clinicians so that everyone caring for you is fully informed about your relevant medical history.
To provide around the clock safe care, unless you have asked us not to, we will make information available to trusted organisations. Wherever possible, their staff will ask your consent before information is viewed. We consider patient consent as being the key factor in dealing with your health information.
Shared Care Records
To support your care, and improve the sharing of relevant information to our partner organisations when they are involved in looking after you, we will share information to other NHS systems e.g. medication details for out of hours care. The general principle is that information is passed to these systems unless you request this does not happen, but that system users should ask for your consent before viewing your record.
How We Keep Your Information Confidential and Secure
We are committed to protecting your privacy and will only use information collected lawfully in accordance with the Data Protection Act 1998, Article 8 of the Human Rights Act, the Common Law of Confidentiality, The General Data Protection Regulation and the NHS Codes of Confidentiality and Security. Everyone working in, or for the NHS must use personal information in a secure and confidential way.
We will only ever use or pass on your information if there is a genuine need to do so. We will not disclose information about you to third parties without your permission unless there are exceptional circumstances, such as when the law requires.
To protect your confidentiality, we will not normally disclose any medical information about you over the telephone, or by fax, unless we are sure that we are talking to you. This means that we will not disclose information to your family, friends, and colleagues about any medical matters at all, unless we know that we have your consent to do so.
Anyone Who Receives Information From Us Is Also Under A Legal Duty to Keep It Confidential and Secure
All persons in the Practice sign a confidentiality agreement that explicitly makes clear, their duties in relation to personal health information and the consequences of breaching that duty. Please be aware that your information will be accessed by non-clinical Practice staff in order to perform tasks enabling the functioning of the Practice.
These are, but not limited to:
Right of Access to Your Health Information
The General Data Protection Regulation allows you to find out what information about you is held on computer and in manual records. This is known as “right of subject access” and applies to personal information held about you. If you want to see or receive information that the Practice holds about you:
Who Else May Ask to Access Your Information
The Court can insist that we disclose medical records to them;
We will only disclose the relevant medical information as per your consent. You have the right, should you request it, to see reports prepared for Insurance Companies, employers or occupational Health doctors before they are sent.
Sharing Your Information without Consent
We will normally ask you for your consent, but there are times when we may be required by law to share your information without your consent, for example:
The Whipton Surgery is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using our website; you can be assured that it will only be used in accordance with this privacy statement.
You may choose to restrict the collection or use of your personal information in the following ways:
Changes to This Privacy Notice
We keep our Privacy Notice under regular review. This Privacy Notice will be reviewed again in December 2018.
Concerns about Sharing Your Information
If you have any concerns about how we use or share your information, or you do not wish us to share your information, please contact the Practice Manager on 01392 462770.
If you have a complaint about how your information is managed at the practice, please contact the Practice Manager. If you remain unhappy with the Practice’s response, you can complain to the Information Commissioner Office www.ico.gov.uk
Change of Details
It is important that you tell us if any of your details such as your name, address or telephone number has changed or if any of your details such as date of birth is incorrect in order for this to be amended. You have a responsibility to inform us of any changes so our records are kept accurate and up to date at all times.