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Coltishall Medical Practice
Coltishall and Spixworth surgeries

 

 Coltishall: 01603 737593    Spixworth: 01603 898583

 

     Email: coltishallmedicalpractice@nhs.net


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Coltishall Medical Practice and Your Information

Coltishall Medical Practice takes your privacy very seriously. We are registered with the Information Commissioner’s Office as a Data Controller and our registration number is Z7079717.

 

If you have any questions or wish to make a request in relation to your information, please contact us at;


Coltishall Medical Practice

St Johns Close

Coltishall

NR12 7HA


For the attention of: Data Protection Officer


Or email our Data Protection Officer at emma.cooper35@nhs.net

 

Coltishall Medical Practice aims to provide you with the highest quality health care. To do this we must keep records about you, your health and the care we have provided or plan to provide to you.

 

Your doctor and other health professionals caring for you, such as nurses or physiotherapists, keep records about your health and treatment so that they are able to provide you with the best possible care.

 

These records are called your ‘health care record’ and may be stored in paper form or on computer and electronic systems and may include Personal Data;

  • basic details about you, such as address, date of birth, NHS number, and next of kin as well as Sensitive Personal Data;
  • contact we have had with you, such as clinical visits
  • notes and reports about your health
  • details and records about your treatment and care
  • results of x-rays, laboratory tests etc.

Healthcare providers are permitted to collect, store, use and share this information under Data Protection Legislation which has a specific section related to healthcare information.

What do we do with your information?

  • Refer you to other healthcare providers when you need other service or tests
  • Share samples with laboratories for testing (like blood samples)
  • Share test results with hospitals or community services (like blood test results)
  • Allow out of hours or extended hours GPs to look at your health record when you are going to an appointment
  • Send prescriptions to a pharmacy
  • Text patients in relation to healthcare services
  • Samples are provided to the courier for delivery to pathology
  • Share reports with the coroner
  • Receive reports of appointments you have attended elsewhere such as with the community nurse or if you have had a stay in hospital
  • Produce medical reports on request from third parties such as the DVLA or your employer
  • Movement of patient records to Primary Care Support England

Click HERE to see a list of the partners that we usually share with.

What else do we do with your information?

Along with activities related directly to your care, we also use information in ways which allow us to check that care is safe and provide data for the improvement and planning of services.

  • Quality / payment / performance reports are provided to service commissioners
  • As part of clinical research – information that identifies you will be removed, unless you have consented to being identified
  • Undertaking clinical audits within the practice
  • Supporting staff training
  • Incident and complaint management

 

CCTV 


CCTV is in place in the newer section of the main waiting area at Coltishall surgery.

 

It has been installed solely for the purposes of allowing staff to have a view of the waiting area so that patients are attended to in good time.

 

The CCTV does not record images and does not record audio.

 

There are signs in the practice telling you that CCTV is in place.

 

We have followed the CCTV guidelines produced by the Information Commissioners’ Office.

 

 

Video Recording

GP Trainees at this practice video record some patient consultations, with the patient's full consent, solely for training purposes.  This is a recognised and valued part of education in General Practice as a means to hep both GP Trainees and qualified GP's to develop their communication skills.

 

Recordings are retained for a maximum period of 6 months on encrypted devices which are stored in secure areas and only the GP trainee and practice managers and those delivering technical support services will have access to the data held.

 

Sharing when Required by Law

Sometimes we will be required by law to share your information and will not always be able to discuss this with you directly. Examples might be for the purposes of detection or prevention of crime, where it is in the wider public interest, to safeguard children or vulnerable adults, reporting infectious diseases or where required by court order.

 

Care Quality Commission Access to Health Records

CQC has powers under the Health and Social Care Act 2008 to access and use your health information where it is necessary to carry out their functions as a regulator.

 

This means that inspectors may ask to look at certain records to decide whether we are providing safe, good quality care.

 

More information about the CQC can be obtained on their website https://www.cqc.org.uk/about-us/our-policies/privacy-statement


Information Access and Rights

Data protection law provides you with a number of rights that the practice is committed to supporting you with;

Right to Access

You have the right to obtain:

  • confirmation that your information is being used, stored or shared by the practice
  • a copy of information held about you

We will respond to your request within one month of receipt or will tell you when it might take longer.

 

We are required to validate your identity including the identity of someone making a request on your behalf

Right to Correction

If information about you is incorrect, you are entitled to request that we correct it


There may be occasions, where we are required by law to maintain the original information – our Data Protection Officer will talk to you about this and you may request that the information is not used during this time.

 

We will respond to your request within one month of receipt or will tell you when it might take longer.

Complaints

You also have the right to make complaints and request investigations into the way your information is used. Please contact our Data Protection Officer or visit the link below for more information.


For more detailed information on your rights visit https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

Case Finding

Sometimes your information will be used to identify whether you need particular support from us.

Those involved in your care might look at particular ‘indicators’ (such as particular conditions) and contact you or take action for healthcare purposes. For example, this might be to prevent you from having to visit accident and emergency by supporting you in your own home or in the community.

 

We will use automated technology to help us to identify people that might require support but ultimately, the decision about how or whether to provide extra support you is made by those involved in your care.

 

Our Data Protection Officer will be happy to speak to you about this if you have concerns or objections.

 

Partnerships/Federations

Our practice uses North Norfolk Primary Care to support us to deliver some of our services such as providing appointments when our practice is closed or community based services.

 

Here is some more information about who they are and what they do. 


Information Technology

The practice will use third parties to provide services that involve your information such as;

  • Removal and destruction of confidential waste
  • Provision of clinical systems
  • Provision of connectively and servers
  • Digital dictation services

Data analytics or warehousing (these allow us to make decisions about care or see how effectively the practice is run – personal data will never be sold or made available to organisations not related to your care delivery).

 

We have contracts in place with these third parties that prevent them from using it in any other way that instructed. These contracts also require them to maintain good standards of security to ensure your confidentiality.

 

Please click HERE to find out more about our sharing partners and providers.

How do we Protect your Information?

We are committed to ensuring the security and confidentiality of your information. There are a number of ways we do this;

 

  • Staff receive annual training about protecting and using personal data
  • Policies are in place for staff to follow and are regularly reviewed
  • We check that only the minimum amount of data is shared or accessed
  • We use ‘smartcards’ to access systems, this helps to ensure that the right people are accessing data – people with a ‘need to know’
  • We use encrypted emails and storage which would make it difficult for someone to ‘intercept’ your information
  • We report and manage incidents to make sure we learn from them and improve
  • We put in place contracts that require providers and suppliers to protect your data as well
  • We do not send your data outside of the EEA

How Long Do We Keep Your Information?

In line with the Department of Health Code, we will retain / store your health record for your lifetime.

 

When a patient dies, we will review the record and generally it will be destroyed 10 years later, unless there is a reason to keep it for longer.

 

If you move away or register with another practice, we will send your records to the new practice.

 

Click here to see the Practice overarching Information Governance Policy.

 

GDPR in the Dispensary

Please click HERE to view a poster with more information about how we use your data in dispensary.

 

Clinical Practice Research Datalink

Please click HERE for more information sent for clinical research

 



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