West Walk Surgery

Yate West Gate Centre, 21 West Walk, Yate, BS37 4AX

Practice Policies

GDPR Information

WEST WALK SURGERY PRIVACY NOTICE

INTRODUCTION

The following information explains who we are, why information is collected about you, the ways in which this information may be used, who it is shared with and how we keep it safe. It also explains how the practice uses the information we hold about you, how you go about accessing this information if you wish to see it and to have any inaccuracies corrected or erased.

WHO WE ARE

West Walk Surgery is a well-established GP surgery based in Yate, we also have a branch surgery at Coalpit Heath. Our staff of General Practitioners and Nurses provides primary medical care services to our practice population of 13,600 patients and our administrative and managerial staff support the team in providing care for patients.

WHAT INFORMATION DO WE COLLECT FROM YOU?

GP Records are stored electronically and on paper and include personal details about you such as your address, carers, emergency contact details, as well as:

  • Any contact the surgery has had with you, such as appointments, clinic visits, emergency appointments and telephone calls
  • Notes and reports about your health
  • Details about your treatment and care
  • Details about any medication you are taking
  • Results of investigations such as laboratory tests, x-rays
  • Relevant information from other health professionals, relatives or those who care for youYour records are used to ensure you receive the best possible care from our nurses and doctors. It enables the staff to see previous treatments, medications and enables them to make informed decisions about future decisions about your care. It helps the doctors to see lists of previous treatments and any special considerations which need to be taken into account when care is provided.Information held about you may be used to help protect the health of the public and to help us to improve NHS services. Information may be used within the GP practice for clinical audit to monitor the quality of the service provided.WHO MIGHT WE SHARE YOUR INFORMATION WITH?
  • There are a number of ways information collected about you is shared, which includes:
  • Staff at the practice use your information to help deliver more effective treatment to you and to help us to provide you with proactive advice and guidance.
  • Important information is also collected to help us to remind you about specific treatment which you might need, such as health checks, or reminders for screening appointments such as cytology reminders.
  • WHY DO WE COLLECT THIS INFORMATION?
  1. Patient referrals  – With your agreement, your GP or Nurse may refer you to other services and healthcare providers not provided by the practice, or they may work with other services to provide your care in the practice. Once you have been seen for your referral, the other health care provider will normally tell us about the treatment they have provided for you and any follow up which the GPs need to provide. This information is then included in your GP record.
  2. Local Hospital, Community or Social Care Services – Sometimes the clinicians caring for you need to share some of your information with others who are also supporting you. This could include hospital or community based specialists, nurses, health visitors, therapists or social care services.
  3. Summary Care Record (SCR) A Summary Care Record is an electronic record of important patient information, created from the GP medical records. It contains information about medication you are taking, any allergies you suffer from and any bad reactions to medications you have previously had. It can be seen and used by authorised staff in other areas of the health and care system involved in your direct care. Giving healthcare staff access to this information can prevent mistakes being made when caring for you in an emergency or when your GP practice is closed. Your Summary Care Record also includes your name, address, date of birth and your unique NHS Number to help identify you correctly. If you and your GP decide to include more information it can be added to the Summary Care Record, but only with your express permission. For more information visit https://digital.nhs.uk/summary-care-records/patients
  4. National Services – There are some national services like the National Cancer Screening Programme that collect and keep information from across the NHS. This is how the NHS knows when to contact you about services like cervical, breast or bowel cancer screening. Often you have the right to not allow these organisations to have your information. You can find out more about how the NHS holds and shares your information for national programmes on the NHS Choices website.
  5. Other NHS organisations – Sometimes the practice shares information with other organisations that do not directly treat you, for example, Clinical Commissioning Groups. Normally, it will not be possible to identify you from this information. This information is used to plan and improve services. The information collected includes data such as the area patients live, age, gender, ethnicity, language preference, country of birth and religion. The CCG also collects information about whether patients have long term conditions such as diabetes; blood pressure, cholesterol levels and medication. However, this information is anonymous and does not include anything written as notes by the GP and cannot be linked to you.
  6. Local Data Sharing Agreements
  1. Community nurses and other health care professionals employed by Sirona are able to access GP information about people on their caseload who have recently been discharged from hospital, or who are housebound, or who require longer term rehabilitation from the GP record. This information can be read by the healthcare professional to improve the patients care, but they are not able to amend the GP medical record;
  2. Connecting Care* enables a range of health care organisations, including local NHS hospital, the Ambulance Service and the Out of Hours service provided by Brisdoc. This information can be read by the healthcare professional to improve the patients care, but they are not able to amend the GP medical record;
  3. One Care – this agreement allows patients from the surgery to be seen and treated by GPs from other surgeries in the evening and at weekend. The agreement allows a GP in other Yate and Frampton Cotterell to access the GP record securely and allows information about the consultation to be written into the record.
  4. St Peter’s Hospice – this agreement enables hospice staff to read the records of patients in their care. This information can be read by the healthcare professional to improve the patients care, but they are not able to amend the GP medical record
  5. The practice also shares anonymised data with a number of research bodies to enable clinical research to be undertaken, but no personally identifiable data is shared.

WHAT DO WE DO WITH YOUR INFORMATION?

The healthcare professionals who provide your care maintain records about your health.  This is a record of your care history and allows health care professionals to review your care to help inform future decisions about your treatment. Sharing this information helps to improve the treatment you receive, such as a hospital consultant writing to your GP.   We follow strict data sharing guidelines to keep your information safe and secure.

HOW LONG DO WE KEEP YOUR INFORMATION?

Health and social care records are subject to a nationally agreed code of practice which regulates the minimum period for which records must be kept. This specifies that GP record should be retained until 10 years after the patient’s death or after the patient has permanently left the country, unless they remain in the European Union. Electronic patient records must not be destroyed or deleted for the foreseeable future. For more information, see the records management code of practice:https://digital.nhs.uk/article/1202/Records-Management-Code-of-Practice-for-Health-and-Social-Care-2016

HOW DO WE KEEP YOUR INFORMATION SAFE?

Every member of staff who works for an NHS organisation has a legal obligation to keep information about you confidential. We are committed to protecting your privacy and will only use information collected lawfully in accordance with:

  • General Data Protection Regulation 2017
  • Data Protection Act 1998
  • Human Rights Act 1998
  • Common Law Duty of Confidentiality
  • Health and Social Care Act 2012
  • NHS Codes of Confidentiality, Information Security and Records Management
  • Information: To Share or Not to Share ReviewIn May 2018, a new national regulation called the General Data Protection Regulation came into force and the practice has a legal responsibility to ensure that we will also comply with these regulations.NHS Digital sub-contract Amazon Web Services (AWS) to store your patient data. We have been informed that the data will remain in the UK at all times and will be fully encrypted both in transit and at rest. We have further been advised that AWS offers the very highest levels of security and support. The Practice do not have any influence over how the data is stored as this is decided centrally by NHS Digital. YOUR INDIVIDUAL RIGHTSHOW CAN I ACCESS THE INFORMATION YOU HOLD ABOUT ME?Write to us or ask at reception about having access to your record. For information from the hospital or other organisations you should contact them directly.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. If you feel that the personal data that the practice holds about you is inaccurate or incomplete then please let us know and we will update your records within one month of notification. If this incorrect information has been sent onwards, we will also inform any other organisations of this. If it is not possible to correct the information then we will write to you to let you know the reason behind the decision and inform you how you can complain about this.As a patient, you have the right to object to personal data about you being used or shared. We will always listen to your concerns and endeavour to manage them to your satisfaction; however we have to balance your concerns with our ability to provide you with safe and effective care.If you do not hold a Lasting Power of Attorney then you can raise your specific concerns with the patient’s GP. If you have parental responsibility and your child is not able to make an informed decision for themselves, then you can make a decision about information sharing on behalf of your child. If your child is competent then this must be their decision.OBJECTIONS / COMPLAINTS Changes to Privacy Policy
  • We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 23/10/19.
  • 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
  • Should you have any concerns about how your information is managed at the practice, please contact Kelly-Anne Gast [email protected]
  • If you are a carer and have a Lasting Power of Attorney for health and welfare then you can also object to personal data being used or shared on behalf of the patient who lacks capacity.
  • RIGHT TO OBJECT – RESTRICT PROCESSING
  • HAVE INACCURACIES CORRECTED OR ERASED
  • The practice will respond to your request within one month of receipt of your request.
  • You have a right under the Data Protection laws to have access to copies of the information the surgery holds about you and to have it amended should it be inaccurate. In order to request this, you need to do the following:
  • Data Protection laws give you rights with regard to your information, below are details of how we will manage requests you might make. If you have any concerns about the use of your data and your rights, please contact us.
  • Data storage
  • We will only ever use or pass on information about you if others involved in your care have a genuine need for it. We will not disclose your information to any third party without your permission unless there are exceptional circumstances such as a life or death situation, or where the law requires information to be passed, or where it is in the best interest of the patient to share the information.

Freedom of Information

Information about the General Practitioners and the practice required for disclosure under this act can be made available to the public. All requests for such information should be made to the practice manager.

Complaints

We make every effort to give the best service possible to everyone who attends our practice.

However, we are aware that things can go wrong resulting in a patient feeling that they have a genuine cause for complaint. If this is so, we would wish for the matter to be settled as quickly, and as amicably, as possible.

If you have a complaint please contact Victoria Hawkins our Practice Manager who will deal with your concerns appropriately. If you feel you would like to put your complaint in writing you can either write directly to the Practice Manager, or collect a form from our reception.Patient Complaint Form.doc. For your information please refer to our Practice Leaflet. Practice complaints leaflet.doc

We always try to resolve your complaint at a local level but if this is not possible, you can contact the local Patient Advice and Liaison Service (PALS)[email protected]

0117 947 4477 or 0800 073 0907 – PALS, Suite 15, Corum 2, Corum Business Park,Warmley,BS30 8FJ

Further written information is available regarding our complaints procedure is available from reception.

Zero Tolerance Policy

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