North EndTel: 01280 818600
Administration office:Tel: 01280 818600
Steeple ClaydonTel: 01296 733300
Verney CloseTel: 01280 822777
Under the Data Protection Act 1998 everybody has the right to see, or have a copy; of data we hold that can identify you and to have it amended or removed should it be inaccurate. You do not need to give a reason to see your data. Under special circumstances, some information may be withheld. We may charge a reasonable fee for the administration of the request in certain instances (e.g. where a duplicate copy is requested).
Making a request
It is important that you tell the person treating you if any of your details such as your name or address have changed or if any of your details are incorrect in order for this to be amended. Please inform us of any changes so our records for you are accurate and up to date.
If you provide us with your mobile phone number we may use this to send you reminders about your appointments or other health screening information. Please let us know if you do not wish to receive reminders on your mobile.
Where you have provided us with your email address we will use this to send you information relating to your health and the services we provide. If you do not wish to receive communications by email please let us know.
The Data Protection Act 1998 requires organisations to register a notification with the Information Commissioner to describe the purposes for which they process personal and sensitive information.
This practice is registered as a data controller and our registration can be viewed online in the public register at: http://ico.org.uk/what_we_cover/register_of_data_controllers
A ‘data controller’ determines the purposes and means of processing personal data.
Any changes to this notice will be published on the practice website and in a prominent area at the practice.
Should you have any data protection questions or concerns, please contact our Data Protection Officer, Fiona Walker: email@example.com
If you have concerns or are unhappy about any of our services, please contact the Complaints Manager at the practice.
For independent advice about data protection, privacy and data-sharing issues, you can contact:
The Information CommissionerWycliffe HouseWater LaneWilmslow Cheshire SK9 5AF
Phone: 0303 123 1113 Website: www.ico.gov.uk
Further information about the way in which the NHS uses personal information and your rights in that respect can be found at the NHS Care Record Guarantee, information below.
The NHS Care Record Guarantee for England sets out the rules that govern how patient information is used in the NHS, what control the patient can have over this, the rights individuals have to request copies of their data and how data is protected under the Data Protection Act 1998.
The NHS Constitution establishes the principles and values of the NHS in England. It sets out the rights patients, the public and staff are entitled to. These rights cover how patients access health services, the quality of care you’ll receive, the treatments and programmes available to you, confidentiality, information and your right to complain if things go wrong.
NHS Digital collects health information from the records health and social care providers keep about the care and treatment they give, to promote health or support improvements in the delivery of care services in England.
We will keep our Privacy Notice under regular review. This notice was last reviewed in October 2018
We have Medical students from The University of Buckingham attached to the practice for short periods. These student have not completed their initial medical training so are not qualified doctors, but being attached to our Practice gives them a good grounding in what General Practice is like and is designed to help students choose to become GPs after qualification rather than specialists in hospitals.
Because they are not qualified doctors they cannot do many of the things our regular GPs can do and require a relatively high level of supervision, although they may be expected to talk to and examine patients on their own and then discuss their findings with the supervising GP.
There will be a notice in Reception to alert you if you are coming for an appointment in a surgery which has a medical student in attendance: if you would rather not be seen by the student please notify Reception when you book in and the GP or Nurse you booked to see will see you without the student. Your preference will not affect the treatment you receive.
Please this leaflet on Concerns, Consent & Confidentiality
If you wish to consent to a family member or a friend discussing your care with the doctors, nurses and staff, such as test results being given to your partner, or appointments being made by a friend etc then we can arrange this, with your signed consent.
If you are over 18 years this consent will remain active indefinitely unless stated otherwise or you take action to rescind the consent given.
Please print and return this form: Consent to discuss medical record form
If you are between 16-18 years, the consent form will only apply until the age of 18 when a new form would need to be completed.
Please print and return this form: Consent to discuss medical record aged 16-18 form
The Freedom of Information Act 2000 (FOIA) requires all public authorities to adopt and maintain a publication scheme.
Information to be published
How the information
can be obtained
Class 1 - Who we are and what we do
(Organisational information, structures, locations and contacts, current information only)
Doctors in the practice
Contact details for the practice (named contacts where possible with telephone number and email address (if used))
Other staffing details
Website and on hard copy on request
Meetings specifically with pharmaceutical companies and other medical suppliers.
To include: the name of the company, the date and, if appropriate, the name of the member(s) of staff attending (if recorded), together with a general indication of the category of meeting, for example marketing or promotion. The names of staff attending to include any senior managers and any medically qualified staff if this information is recorded.
Hard copy on request
Class 2 – What we spend and how we spend it
(Financial information relating to projected and actual income and expenditure, procurement, contracts and financial audit. Current and previous financial.)
Details on NHS/HSC funding received by the practice.
Audit of NHS/HSC income
Details of expenditure items over £10,000
(at least annually but at a more frequent quarterly or six-monthly interval where practical).
List and value of contracts awarded by the practice of contracts
Those which have gone through a formal tendering process.
Staff allowances and expenses that can be incurred or claimed
With totals paid to senior staff members (for the purpose of this document, senior staff are defined as partners or equivalent level), by references to categories.
Declaration of GPs’ NHS/HSC income.
The information made available as part of GPs’ contractual obligation to publish their net income relating to NHS/HSC contracts,
Class 3 – What our priorities are and how we are doing
(Strategies and plans, performance indicators, audits, inspections and reviews, current and previous year)
Plans for the development and provision of NHS/HSC services
Hard copy on request, some on website
Performance data including performance against targets
Inspection reports by regulators: the CQC, HIW, RQIA and HSCB and any other regulators.
Hard copy on request (CQC is published on our website)
Class 4 – How we make decisions
(Decision making processes and records of decisions, current and previous year as a minimum)
Records of decisions made in the practice affecting the provision of NHS/HSC services.
Class 5 – Our policies and procedures
(Current written protocols, policies and procedures for delivering our services and responsibilities. Current information only)
Policies and procedures about customer service
Internal instructions to staff and policies relating to the delivery of services
Policies and procedures about the recruitment and employment of staff
Equality and diversity policy
Health and safety policy
Complaints procedures (including those covering requests for information and operating the publication scheme)
Records management policies (records retention, destruction and archive)
Data protection policies
Policies and procedures for handling requests for information
Class 6 – Lists and Registers
Currently maintained lists and registers only
Any publicly available register or list (if any are held this should be publicised; in most circumstances existing access provisions will suffice).
Class 7 – The services we offer
(Information about the services we offer, including leaflets, guidance and newsletters produced for the public. Current information only)
The services provided under contract to the NHS/HSC
Charges for any of these services
Waiting rooms, website, Hard copy on request
Out of hours arrangements
The information contained in the publication scheme is available at no charge.
Charges may be made for activities such as printing, photocopying and postage as well as information that the practice is legally authorised to charge for. Anyone requesting information will be informed of any charge before the information is provided. Payment will be requested before providing the information.
Please note: Information related to individual / health / clinical records is not available under this legislation.
Information may not be available where:
Freedom of Information Act 2000
The Freedom of Information Act, gives the general right of access to all types of recorded information held by the practice. The intention of the Act is to encourage a spirit of openness and transparency in the NHS and the whole public sector. Our organisation aims to fully support this.
The public have had full access rights from January 2005. This means that far more information will be routinely and freely made available. This is subject to some exemptions, which will be outlined later in this leaflet.
Any individual or organisation can make a request for information. The applicant does not have to explain why this information is requested. The Act gives the right to:
There is a range of exemptions covering personal data, security, formulation of government policy commercial and individual confidentiality. A further absolute exemption is where information is accessible by other means or if the information has been provided in confidence. Other exemptions include information relating to commercial interests and audit functions.
Request for information
Requests must be in writing (email and fax acceptable) and must include the name and address for the correspondence and a clear description of the information requested.
Mrs Morva BonthornePractice ManagerThe Swan PracticeHigh StreetBuckinghamMK18 1NU
We will respond within 20 days.
The Information Commissioner
The information Commissioner is an independent public body and reports directly to Parliament. The Commissioner is responsible for implementing the Act. Further information available at:
Other informative FOIA websites:
Everyone working for our organisation is subject to the Common Law Duty of Confidence. Information provided in confidence will only be used for the purposes advised with consent given by the patient or authorised carer, unless there are other circumstances covered by the law. The NHS Digital Code of Practice on Confidential Information applies to all our staff and they are required to protect your information, inform you of how your information will be used, and allow you to decide if and how your information can be shared. All our staff are expected to make sure information is kept confidential and receive regular training on how to do this.
NHS staff are not permitted to access information that is not relevant to the patient and the condition they are treating and our information systems are set up to prevent and track any misuse of information.
The health records we use 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. Your records are backed up securely in line with NHS standard procedures. We ensure that the information we hold is kept in secure locations, is protected by appropriate security and access is restricted to authorised personnel.
We also make sure external data processors that support us are legally and contractually bound to operate. Before they begin any work they have to provide evidence in the form of a Data Security Policy, that adequate security arrangements are in place to protect patients.
We are committed to protecting your privacy and will only use information collected lawfully in accordance with:
We maintain our duty of confidentiality to you at all times. We will only share your information where there is a legal basis, such as for:-
Improvements in information technology are also making it possible for us to share data with other healthcare organisations for the purpose of providing you, your family and your community with better care. For example it is possible for healthcare professionals in other services to access your record with your permission when the practice is closed. This is explained further in the Local Information Sharing section below.
Under the powers of the Health and Social Care Act 2015, NHS Digital can request personal confidential data from GP Practices without seeking patient consent for a number of specific purposes, which are set out in law. These purposes are explained below.
You can choose to withdraw your consent to your personal data being shared for these purposes. When we are about to participate in a new data-sharing project we will display prominent notices in the Practice and on our website at least four weeks before the scheme is due to start. Instructions will be provided to explain what you have to do to ‘opt-out’ of the new scheme. Please be aware that it may not be possible to opt out of one scheme and not others, so you may have to opt out of all the schemes if you do not wish your data to be shared.
You can object to your personal information being shared with other healthcare providers but should be aware that this may, in some instances, affect your care as important information about your health might not be available to healthcare staff in other organisations. If this limits the treatment that you can receive then the practice staff will explain this to you at the time you object.
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.
We wish to make sure that your child has the opportunity to have immunisations and health checks when they are due. We share information about childhood immunisations, the 6-8 week new baby check and breast-feeding status with NHS Berkshire Health Foundation Trust health visitors and school nurses, and with NHS South Central and West Commissioning Support Unit, who provide the Child Health Information Service in Berkshire on behalf of NHS England.
Information may be used for clinical audit to monitor the quality of the service provided. Some of this information may be held centrally and used for statistical purposes e.g. the National Diabetes Audit. Where we do this we take strict measures to ensure that individual patients cannot be identified and the information is anonymised.
Our practice is legally required to provide anonymised data on patients who have been issued with a fit note under the Fit for Work scheme. The purpose is to provide the Department for Work and Pensions with information from fit notes to improve the monitoring of public health and commissioning and quality of health services.
Our practice is involved in the training of medical students. As part of this programme medical students will work in the practice and may be involved in your care. If staff would like a student to be present they will always ask for your permission before the start of the consultation. The treatment or care you receive will not be affected if you refuse to have a student present during your appointment.
It is usual for GPs to discuss patient case histories as part of their continuing medical education or for the purpose of training GPs and/or medical students. In these situations the identity of the patient concerned will not be revealed.
National Registries (such as the Learning Disabilities Register) have statutory permission under Section 251 of the NHS Act 2006, to collect and hold service user identifiable information without the need to seek informed consent from each individual service user.
An ‘Individual Funding Request’ is an application made with your consent, but on your behalf by a clinician, to fund healthcare which falls outside the range of services and treatments which are routinely commissioned. These requests are considered by an Individual Funding Request Panel which considers evidence of clinical and cost effectiveness, as well as equity for the whole population. A detailed response, including the criteria considered in arriving at the decision, will be provided to the patient or carer and their clinician.
Invoice validation is an important process. It involves using your NHS number to check for authorisation from the clinical commissioning group that is responsible for paying for treatment received by all Buckinghamshire residents. Section 251 of the NHS Act 2006 provides a statutory legal basis to process data for invoice validation purposes. We can also use your NHS number to check whether your care has been funded through specialist commissioning, which NHS England will pay for. The process makes sure that the organisations providing your care are paid correctly.
The use of data by the UK Cabinet Office for data matching is carried out with statutory authority under Part 6 of the Local Audit and Accountability Act 2014. It does not require the consent of the individuals concerned under the Data Protection Act 1998.
The Audit Commission Act 1998 defines data matching as the comparison of sets of data to determine how far they match. The purpose of data matching is to identify inconsistencies that may indicate fraud.
Data matching by the Cabinet Office is subject to a Code of Practice. View further information on the Cabinet Office’s legal powers and the reasons why it matches particular information.
Clinical commissioning groups support GP practices by auditing anonymised data to monitor locally commissioned services, measure prevalence and support data quality. The data does not include identifiable information and is used to support patient care and ensure providers are correctly paid for the services they provide.
Clinical commissioning groups support local GP practices with prescribing queries which generally don’t require identifiable information. Clinical commissioning group pharmacists work with your practice to provide advice on medicines and prescribing queries, and review prescribing of medicines to ensure that it is safe and cost-effective. Where specialist support is required e.g. to order a drug that comes in solid form, in gas or liquid, the clinical commissioning group medicines management team will order this on behalf of the practice to support your care.
To ensure that adult and children’s safeguarding matters are managed appropriately, access to identifiable information will be shared in some limited circumstances where it’s legally required for the safety of the individuals concerned.
Risk stratification is a process for identifying and managing patients who are most likely to need hospital or other healthcare services in the future. Risk stratification tools used in the NHS help determine a person’s risk of suffering a particular condition and enable us to focus on preventing ill health and not just the treatment of sickness. Unidentifiable, anonymised information about patients is collected from a number of NHS organisations and then analysed by software managed by NHS South, Central and West Commissioning Support Unit to create a risk score. This risk score is then given back to your GP practice who will assess future healthcare needs. This should improve care for everyone by helping practices to work more proactively by planning healthcare in advance. Patient data is securely managed throughout the whole process to ensure that identities are kept confidential.
Risk stratification is commissioned by the NHS Clinical Commissioning Group (CCG) in this area. Section 251 of the NHS Act 2006 provides a statutory legal basis to process data for risk stratification purposes. Further information on risk stratification is available from: https://www.england.nhs.uk/ourwork/tsd/ig/risk-stratification/
If you do not wish information about you to be included in the risk stratification programme, please let us know. We can add a code to your records that will stop your information from being used for this purpose. Please be aware that this may limit the ability of healthcare professionals to identify if you have or are at risk of developing certain serious health conditions.
Sometimes your information may be requested to be used for research purposes – the practice will always seek your consent before releasing information for this purpose.
The NHS in England uses a national electronic record called the Summary Care Record (SCR) to improve the safety and quality of your care. It only contains basic information from your GP record and is not the full patient record. Your SCR provides authorised healthcare staff with faster, secure access to essential information about you in an emergency or when you need unplanned care, where such information would otherwise be unavailable.
The core information of the Summary Care Record comprises your allergies, adverse reactions and medications. An SCR with additional information can also include reason for medication, vaccinations, significant diagnoses / problems, significant procedures, anticipatory care information and end of life care information. Additional information can only be added to your SCR with your agreement.
Please be aware that if you choose to opt-out of the Summary Care Record (SCR), NHS healthcare staff caring for you outside of this practice may not be aware of your current medications, allergies you suffer from and any bad reactions to medicines you have had, in order to treat you safely in an emergency. Your record will not be shared with the Summary Care Record (SCR) programme. Your information will continue to be shared as previously in connection with your care, by letter, email, fax or phone.
If you wish to opt-out of having Summary Care Record (SCR) please return a completed opt-out form to the practice.
Your patient record (My Care Record) is held securely and confidentially on this practice’s electronic system. If you require attention from a health or social care professional, such as an Emergency Department, Minor Illness and Injury Unit, 111, Out Of Hours location, or specialised local health and social care team, those treating you are better able to give appropriate care if information from your GP patient record is available to them. This information can be locally shared electronically via My Care Record.
In all cases, your information is only used by authorised health and social care professionals in organisation involved in providing or supporting your direct care. Your permission will be asked before the information is accessed, other than in exceptional circumstances (e.g. emergencies) if the health care professional is unable to ask you and this is deemed to be in your best interests, the reason for access will then be logged. Records and their access are audited by nominated privacy officers, on a regular basis to ensure compliance.
If you wish to opt-out of My Care Record please return a completed opt-out form to the practice.
This Practice works with specialist health and social care service teams such as the diabetes and Locality Integrated Teams, to provide safe and joined up services in Buckinghamshire. The shared My Care Record provides authorised health and social care staff with access to relevant information, which helps them to make informed, timely decisions about your care and treatment and for new information to be instantly updated in your record. Access is strictly controlled by your practice.
If you do not wish your data to be shared with the specialist service teams please let us know so we can code your record appropriately.
As a result of the recently published Refreshing NHS Plans for 2018/19, which requires all CCGs to provide improved access to general practice, Buckinghamshire GP practices are now offering routine appointments, from at least one of the practices within their locality, between 8am and 8pm, five days a week and 9am – 1pm at weekends. The appointments offered can be face-to-face consultation, a telephone consultation and in some areas a video consultation. To ensure that the consulting clinician, which may be located at a GP practice that you are not registered with, is able to carry out the consultation safely and effectively the clinician will have remote access to your GP electronic record. If you do not wish to share your GP record with other clinicians outside of your GP practices an improved access appointment will not be able to be offered as clinicians MUST have access to the full GP record to carry out an Improved Access consultation. Improved access services also include ensuring access is available during peak times of demand, including bank holidays and across the Easter, Christmas and New Year periods. The Bucks GP Federation will be providing cover for these periods. Details of the practices in your locality are available here: https://www.buckinghamshireccg.nhs.uk/public/about-us/who-we-are/our-localities-and-member-practices/
We will approach the longer term management of our patient records in line with the
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