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Practice Policies

Confidentiality & Medical Records

How We Keep Your Records Confidential

Everyone at Oakwood Surgery and the NHS has a legal duty to keep information about you confidential and information is only ever accessed on a ‘need to know’ basis. There are times when you may be receiving care from other organisations like the Social Services and it is sometimes necessary to share information about you so that we can all work together for your benefit. We will only ever pass on information that is relevant to the issue and only to those involved in your care. We will not pass your information on to third parties without your permission unless there are exceptional circumstances such as when the health and safety of others is at risk or where the law requires that information be disclosed. Of course, others who receive information from us in such circumstances are bound by the same legal duty of confidentiality. Above all, our guiding principle is that we hold your records in strict confidence.

Confidentiality - Telephone Calls

When we contact you by telephone our staff will not say where they are calling from until they are satisfied that they are speaking to the person they are trying to contact, unless they have been advised that they may do so. Our staff are also advised not to leave messages on answer phones unless advised by the patients that they may do so. In some cases, when we receive a call from you, we may ask questions to ensure that we can be satisfied that you are the actual patient. We do this to protect you.

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.

Information on this scheme is available here.

Health Records

Accessing Your Own Health Records

You are entitled to see or have a copy of the information that is held about you on our IT systems and within certain manual records. This is called the right of 'Subject Access' and is provided under the Data Protection Act 1998. You may always discuss issues about the information which is recorded about you when you see a doctor but if you want a copy then you should make a written request to the practice manager. A charge of up to £50 may be made if the information includes records extracted from manual systems. In some circumstances, some of the information in your record may be withheld in your own interest.

Further Information About Your Health Records

If you would like to know more about how we use your information, or if for any reason you do not wish to have your information used in any of the ways described here, then please speak to the doctor or health professional involved with your care.

Comments & Complaints

Your doctors hope to provide services which meet your needs. We welcome your compliments, criticisms and suggestions to help us improve the quality of service we offer. We have a suggestion box in the reception area and we have a practice policy for dealing with complaints. You could also contact Carla Tucker (Quality Supervisor), who will deal with any complaints or comments you raise. You may wish to do this in writing or by calling her on 01623 435555. We do our utmost to acknowledge your complaints or comments within 3 days. Please refer to our leaflets below, for further information.

Downloads:

Violence 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.

General Data Protection Regulation (GDPR)

For further information, please refer to our Privacy Notice

Information Governance

Download our Information Governance Leaflet (PDF, 91KB)

Care Data

Care.Data or GPES is a new national initiative developed by NHS England and managed by the HSCIC (Health and Social Care Information Centre) includes the extraction of Personal Confidential Data (PCD) from practices' clinical systems. Information that will be extracted includes: NHS Number, date of birth, postcode and gender which will allow patents' GP data to be linked to their hospital data. The purpose of this is intended to help the NHS design and develop future health care services and provided joined up information with regard to how patients are treated and managed between different NHS organisations.

For more information visit the websites below:

All patients by default are opted in to the data extract but patients do have a choice and we can record the choice in your medical record. If you wish to opt out, please carefully read the information on the above websites and then carefully read and fill out our opt-out form.

Sharing Your Medical Records

EDSM - Sharing Your Medical Records

You can download an information leaflet here. (PDF, 144KB)

The clinical computer system used here at Oakwood Surgery is SystmOne. It is a system that is used widely across Nottinghamshire and across England. This system gives us a facility known as The Enhanced Data Sharing Model or EDSM to share your health record with other health providers involved in your care.

Your health record includes your medical history, medication details and any allergies you may have. You can now choose whether to share these full medical details with other health providers that use the same clinical system as us, SystmOne.

Many organisations may use SystmOne including GP Practices, out of hours services, child services, community services and hospitals. Sharing your health record will help us deliver the best level of care for you.

You can control how your record is shared. You can change these choicess at any time by completing the consent form (PDF, 189KB).

SHARING OUT

This controls whether your information recorded at Oakwood Surgery can be shared with other health care providers.

SHARING IN

This determines whether or not this practice can view information in your record that has been entered by other services who are providing care for you or who may provide care for you in the future

Shared records

Imagine you are receiving care from three services, your GP, a district nurse and a smoking clinic. You want your GP and district nurse to share information with each other and you want both to see your progress at the smoking clinic. However, you don't want the smoking clinic to see any of your other medical information.

Your sharing choices at each practice would be:

  • The GP can share information IN and OUT
  • The district nurse can share IN and OUT
  • The smoking clinic can not share IN but can share OUT

Download a consent form (PDF, 189KB). Please return the completed form to the surgery so we can update your records.

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