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 Patient Privacy Notice

This notice explains how Chapelthorpe Medical Centre will collect, look after, use or otherwise process your personal data. “Personal data” is information relating to you as a living, identifiable individual.

 

HOW IS MY INFORMATION COLLECTED AND LOOKED AFTER?

Who is responsible for my information?

 

Chapelthorpe Medical Centre is the data controller for your information and is responsible for looking after your record while you are a registered patient. The person with the key responsibility for data protection and security is Dr Clive Harries

 

The Data Protection Officer for Chapelthorpe Medical Centre is yet to be appointed. Conexus, our local GP Confederation, will be appointing this post, who will work independently in this role to support all Wakefield Practices. Any queries or concerns should be raised with the practice first.

 

Why do we collect information about you?

As health professionals, we maintain records about you in order to support your care. By registering with the practice, your existing records will be transferred to us from your previous practice so that we can keep them up to date while you are our patient. If you do not have a previous medical record (a new-born child or coming from overseas, for example), we will create a medical record for you. We take great care to ensure that your information is kept securely, that it is up to date, accurate and used appropriately. All of our staff are trained to understand their legal and professional obligations to protect your information and will only look at your information if they need to.

 

What information do we hold about you?

 

  • Details about you, such as your name, address, carers, biological gender, gender identity, ethnic origin, date of birth, legal representatives and emergency contact details
  • Any contact the surgery has had with you, such as appointments, clinic visits, emergency appointments, etc.
  • Notes and reports about your health
  • Details about your treatment and care
  • Results of investigations such as laboratory tests, x-rays, etc.
  • Relevant information from other health professionals, relatives or those who care for you 

How is my information stored?

Our practice uses a clinical records programme called SystmOne which is where any electronic information about you will be stored. Any information held in paper records is stored securely at the practice. We use a combination of working practices and technology to ensure that your information is kept confidential and secure.

What is the legal basis that we use to process your information?

 

We are required to tell you the legal basis that is used for the various ways we process and use your data. The following table sets the main ways your personal data may be used and the corresponding legal basis and category of data. Each purpose is covered in more detail within this notice to explain what these mean in more practical terms.

Purpose of using personal data

Legal basis of processing

Special category of data

Provision of direct care and related administrative purposes

e.g., e-referrals to hospitals or other care providers

GDPR Article 6(1)(e) – the performance of a task carried out in the public interest

GDPR Article   9(2)(h) – medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems.

For commissioning and healthcare planning purposes

e.g., collection of mental health data set via NHS Digital or local

 

GDPR Article 6(1)(c) – compliance with a legal obligation

 

GDPR Article 9(2)(h) – medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems.

Special category 9(2)(i) – public interest in the area of public health

For planning and running the NHS (other mandatory flow)

e.g., CQC powers to require information and records

GDPR Article 6(1)(c) – compliance with a legal obligation (the GP practice)

Regulation 6(1)(e) – the performance of a task carried out in the public interest (CQC)

GDPR Article 9(2)(h) – medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems.

Special category 9(2)(i) – public interest in the area of public health

 

 

Purpose of using personal data

Legal basis of processing

Special category of data

For planning & running the NHS – national clinical audits

GDPR Article 6(1)(e) – the performance of a task carried out in the public interest

GDPR Article 9(2)(h) – medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems.

Special category 9(2)(i) – public interest in the area of public health

For research

GDPR Article 6(1)(f) – legitimate interests…except where such interests are overridden by the interest or fundamental rights and freedoms of the data subject.

GDPR Article 6(1)(e) – the performance of a task carried out in the public interest

GDPR Article 6(1)(a) – explicit consent

GDPR Article 9(2)(j) – scientific or historical research purposes or statistical purposes

For safeguarding or other legal duties

GDPR Article 6(1)(e) – the performance of a task carried out in the public interest

Regulation 6(1)(c) – compliance with a legal obligation

GDPR Article 9(2)(b) – purposes of carrying out the obligations of ..social protection law.

When you request us to share your information e.g., subject access requests

GDPR Article 6(1)(a) – explicit consent

GDPR Article 9(1)(a) – explicit consent

 

When is my information shared?

 We are committed to protecting your privacy and will only use information collected lawfully in accordance with: 

    • Data Protection legislation
    • 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 Review

How long does the practice hold my information?

As long as you are registered as a patient with Chapelthorpe Medical Centre, your paper records are held at the practice along with your GP electronic record. If you register with a new practice, they will initiate the process to transfer your records. The electronic record is transferred to the new practice across a secure NHS data-sharing network and all practices aim to process such transfers as soon as possible. The paper records are then transferred via Primary Care Services England (operated on behalf of NHS England by Capita) which can take longer. Primary Care Services England also look after the records of any patient not currently registered with a practice and the records of anyone who has died.

 

Once your records have been forwarded to your new practice (or after your death forwarded to Primary Care Services England), a cached version of your electronic record is retained in the practice and classified as “inactive”. If anyone has a reason to access an inactive record, they are required to formally record that reason and this action is audited regularly to ensure that all access to inactive records is valid and appropriate. We may access this for clinical audit (measuring performance), serious incident reviews, or statutory report completion (e.g., for HM Coroner).

 

Change of Details

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 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 accurate and up to date for you.

How can I see what information you hold about me?

You have a right under data protection legislation to request to see what information the practice holds about you. You also have the right to ask for inaccuracies to be corrected and in some circumstances you have the right to request that we stop processing your data. Some of these rights are not automatic and we reserve the right to discuss with you why we might not comply with a request from you to exercise them.

If you would like to see what is on your medical record, please contact our reception staff to register for online services (if you do not have this already).Once you sign in online you can request to view your detailed coded record. We are committed to add this function within one month of your request. This will show the most up to date information at any point you view it.

  

If using the online services is not an option for you then you will need to make a Subject Access Request (SAR).

 

If you make a Subject Access Request, we will:

  •  describe the information we hold about you
  • tell you why we are holding that information
  • tell you who it might be shared with
  • at your request, provide a copy of the information in an easy to read form.

 In order to request this, you need to do the following:

 

  • Your request must be made in writing – for information from the hospital you should write direct to them
  • We will provide copies (by email or in paper format) free of charge, where requests for paper copies of medical records are made by Solicitors on behalf of patients the Practice will make these available for the patient to collect. Only in exceptional circumstances will these be posted out for example to a Solicitor
  • The request will be complied without delay and at least within one calendar month of receipt of the request. This period can be extended for a further two months where requests are complex or numerous; however the Practice must inform the individual within one month of receipt of the request and explain why the extension is necessary.
  • This information will show details on your record up to that point in time, copies of any future entries will need to be requested again in a similar way. 

You will need to give enough 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.

 

Under GDPR the Practice must provide information free of charge. However, we can charge a “reasonable fee” when a request is manifestly unfounded or excessive, particularly if it is repetitive.

 

The fee must be based on the administrative cost of providing the information only.

 

If you would like to make a Subject Access Request or have any further questions, please contact our secretarial staff.

 

HOW IS MY INFORMATION USED?

 

For provision of direct care:

In the practice, individual staff will only look at what they need in order to carry out such tasks as booking appointments, making referrals, giving health advice or provide you with care.

 

Sometimes your information may be used to run automated calculations. These can be as simple as calculating your Body Mass Index but they can be more complex and used to calculate some risks to your health that we should consider with you.

 

Whenever we use these profiling tools, we assess the outcome on a case-by-case basis. No decisions about individual care are made solely on the outcomes of these tools but they are used to help us assess and discuss your possible future health and care needs with you.

 

We share information about you with other health professionals where they have a genuine need for it to support your care, as follows.

  • NHS Trusts / Foundation Trusts
  • GP’s
  • NHS Commissioning Support Units
  • Independent Contractors such as dentists, opticians,
  • Pharmacists
  • Private Sector Providers
  • Voluntary Sector Providers
  • Ambulance Trusts
  • Clinical Commissioning Groups
  • Social Care Services
  • Health and Social Care Information Centre (HSCIC)
  • Local Authorities
  • Education Services
  • Fire and Rescue Services
  • Police & Judicial Services
  • Voluntary Sector Providers

 For commissioning and healthcare planning purposes:

 

In some cases, for example when looking at population healthcare needs, some of your data may be shared (usually in such a way that you cannot be identified from it). The following organisations may use data in this way to inform policy or make decisions about general provision of healthcare, either locally or nationally.

  • Wakefield Metropolitan District Council : Public Health, Adult or Child Social Care Services
  • Embed Health Consortium (NHS Commissioning Support Unit)
  • Wakefield Clinical Commissioning Group
  • NHS Digital (Formerly known as (HSCIC)
  • The “Clinical Practice Research Datalink” (EMISWeb practices) or ResearchOne Database (SystmOne practices).
  • Other data processors which you will be informed of as appropriate.

 

In order to comply with its legal obligations we may send data to NHS Digital when

directed by the Secretary of State for Health under the Health and Social Care Act 2012.

 

This practice contributes to national clinical audits and will send the data which are required by NHS Digital when the law allows. This may include demographic data, such as date of birth, and information about your health which is recorded in coded form, for example, the clinical code for diabetes or high blood pressure.

 

For research purposes:

 

Research data is usually shared in a way that individual patients are non-identifiable. Occasionally where research requires identifiable information you may be asked for your explicit consent to participate in specific research projects.  The surgery will always gain your consent before releasing any information for this purpose.

Where specific information is asked for, such as under the National Diabetes audit, you have the choice to opt of the audit.

For safeguarding purposes, life or death situations or other circumstances when we are required to share information:

 

We may also disclose your information to others in exceptional circumstances (ie life or death situations) or in accordance with Dame Fiona Caldicott’s information sharing review (Information to share or not to share).

For example, your information may be shared in the following circumstances:

  • When we have a duty to others e.g. in child protection cases
  • Where we are required by law to share certain information such as the birth of a new baby, infectious diseases that may put you or others at risk or where a Court has decided we must.

 When you request to see your information or ask us to share it with someone else:

If you ask us to share your data, often with an insurance company, solicitor, employer or similar third party, we will only do so with your explicit consent. Usually the requesting organisation will ask you to confirm your consent, often in writing or electronically. We check that consent before releasing any data and you can choose to see the information before we send it.

 

OBJECTIONS/CONCERNS/COMPLAINTS

 

If you are happy for your data to be extracted and used for the purposes described in this notice then you do not need to do anything.

 

Should you have any concerns about how your information is managed at the practice, please contact the Practice Manager at :

 

Chapelthorpe Medical Centre

Standbridge Lane

Kettlethorpe,

Wakefield

WF2 7GP

 

Tel : 01924 669080

 

Email : chapelthorpe.medicalcentre@nhs.net

 

If you are still unhappy following a review by the GP practice, you can then complain to the Information Commissioners Office (ICO) via their website www.ico.org.uk, casework@ico.org.uk, telephone: 0303 123 1113 (local rate) or 01625 545 745

Sharing your information.

How can be my information be viewed outside of Chapelthorpe Medical Centre. Your health information can be shared both locally and nationally at differing levels of detail.

Nationally for direct care: Summary Care Record – sharing your information for your care across the NHS.

 

Your core Summary Care Record is created when you register at a GP practice (although you should be given the option to opt in/out during your registration). If you do not express a preference, it is currently assumed that your consent is implied.

 

The Summary Care Record shares only your contact details, medications and allergies with other healthcare professionals involved in your care.

You can also choose to share a Summary Care Record with Additional Information. This shares contact details, medications, allergies, diagnosis list, care plans, end of life care and immunisations with other healthcare professionals. Sensitive data is excluded. A Summary Care Record with Additional Information will only be created for you if you explicitly choose this option.  Only the most up to date information is shared for each category (EMISWeb).  All current and past information is shared for each category (SystmOne).

Choosing to share a summary care record with additional information is thought to be of great benefit if you are admitted to hospital locally or elsewhere in the UK.

You can opt out of sharing any of your information in a Summary Care Record. If you decide not to share this will not affect your entitlement to care. However, it could result in the delivery of your care being less efficient as other health professionals will not have access to these parts of your medical history.

Further details are available on summary shared care on the NHS England website.

You can change your mind about your Summary Care Record at any time. To register or change your Summary Care Record preferences, forms are available at the practice reception. Complete & return the form as soon as possible & we will change your preferences.

Nationally: The national data-out. For purposes beyond direct care.

NHS Digital is developing a new system to support the national data opt-out which will give patients more control over how identifiable health and care information is used for reasons other than your individual care and treatment. The system will offer patients and the public the opportunity to make an informed choice about whether they wish their personally identifiable data to be used for purposes beyond their direct care such as research and planning purposes. In the past, you may have already chosen to prevent your identifiable data leaving NHS Digital, known as a Type 2 opt-out. All existing Type 2 opt-outs will be converted to the new national data opt-out and this will be confirmed by a letter to all individuals aged 13 or over with an existing Type 2 in place. Once the national data opt-out is launched, it will no longer be possible to change preferences via local GP practices.

 

The national data opt-out is due to be launched on 25 May 2018.

More information is available via https://digital.nhs.uk/national-data-opt-out

More information about health and care records in general can be found on the NHS website here: NHS Choices

If you have any queries or concerns about how your information is handled, please do not hesitate to contact the Practice Manager for further information at:

 

Chapelthorpe Medical Centre

Standbridge Lane

Kettlethorpe,

Wakefield

WF2 7GP

 

Tel : 01924 669080

 

Email : chapelthorpe.medicalcentre@nhs.net

Children’s Privacy Notice

What is a Privacy Notice?

 A privacy notice helps your Doctor’s surgery tell you how it uses information it has about you, like your name, address, date of birth and all of the notes the Doctor or Nurse makes about you in your healthcare record.

 

Why do we need a Privacy Notice?

 

Your Doctor’s surgery needs a privacy notice to make sure it meets the legal requirements which are written in a new document called the General Data Protection Regulation (or GDPR for short).

 

What is the GDPR?

 

What a great question! The GDPR is a new document that helps your Doctor’s surgery keep the information about you secure. It’s new and will be introduced on the 25th May 2018, making sure that your Doctor, Nurse and any other staff at the Surgery follow the rules and keep your information safe.

 

How do you know about our Privacy Notice?

 

At your surgery, we have posters in our waiting room and leaflets to give to children and adults and we also have lots of information about privacy on our website, telling you how we use the information we have about you.

 

What information do we collect about you?

 

Don’t worry, we only collect the information we need to help us keep you healthy – such as your name, address, information about your parents or guardians, records of appointments, visits, telephone calls, your health record, treatment and medicines, anything you are allergic to, test results, x-rays and any other information to enable us to care for you.

 

How do we use your information?

 

Another great question! Your information is taken to help us provide your care. We might need to share this information with other medical teams, such as Hospitals, if you need to be seen by a special doctor or sent for an x-ray.

Your Doctor’s surgery may be asked to help with exciting medical research, but don’t worry, we will always ask you, or your parents or adults with parental responsibility, if it’s okay to share your information.

 

If you have a long-term medical problem then we know it is important to make sure your information is shared with other healthcare workers to help them help you, making sure you get the right care when you need it.

 

How do we keep your information private?

 

Well, your Doctor’s surgery knows that it is very important to protect the information we have about you. We make sure we follow the rules that are written in the GDPR and other important rule books.

 

What if I’ve got a long-term medical problem?

 

If you have a long-term medical problem then we know it is important to make sure you information is shared with other healthcare workers to help them help you. This helps in making sure you get the care you need when you need it!

 

Don’t want to share?

 

All of our patients, no matter what their age, can say that they don’t want to share their information. If you’re under 16 this is something which your parent or adults with parental responsibility will have to decide. They can get more information from a member of staff at the surgery, who can also explain what this means to you.

 

How do I access my medical records?

 

Remember we told you about the GDPR? Well, if you want to see what is on your medical record, you have a right to access the information we hold about you, you can do this by registering for online services and requesting to view your detailed coded record. Otherwise you will need to complete a Subject Access Request (SAR). Your parents, or adults with parental responsibility, will do this on your behalf if you’re under 16, but if you are between 13 and 16, you may be classed as being competent and you may be able to do this yourself.

 

A Doctor will need to have a conversation with you to assess and decide whether you are competent to do this yourself.

 

What do I do if I have a question?

 

If you have any questions, ask a member of the Surgery team or your parents or adults with parental responsibility can ask on your behalf. You can also:

 

  • contact the Practice Manager via email at chapelthorpe.medicalcentre@nhs.net
  • Write to the Practice Manager at: Chapelthorpe Medical Centre, Standbridge Lane, Kettlethorpe. Wakefield WF2 7GP
  • Ask to speak to the Practice Manager

The Data Protection Officer (DPO) for Chapelthorpe Medical Centre is yet to be appointed.

 

What to do if you’re not happy about how we manage your information?

 

We really want to make sure you’re happy, but we understand that sometimes things can go wrong. If you, your parent or guardian are unhappy with any part of our data processing methods, you can complain. For more information, visit www.ico.org.uk and select ‘raising a concern’

 

We always make sure the information is up to date. Any updates will be published on our website and surgery leaflets.

 

OUT OF HOURS GP CARE WAKEFIELD

GP CARE WAKEFIELD is an extended out of hours service owned by all Wakefield GP Practices to cover the entire population of the Wakefield district.

It operates from 6pm – 10 pm Monday to Friday, and 9am – 3pm Saturday’s, Sunday’s and Bank Holiday’s.   Telephones will be diverted when ringing the practice during operating hours.  Outside of these times please telephone 111 or ring back during normal surgery hours if your need is not urgent.

Following triage of your problem, if deemed appropriate the service will offer you a GP appointment at Trinity Medical Centre or Pontefract General Infirmary.

There needs to be shared consent in place for the service to be able to provide safe care therefore please ensure you give explicit record sharing consent when accepting an appointment with the service.  Patients who prefer not to give shared consent cannot access this service.

The service is not available for routine matters such as repeat prescriptions. 

Routine care by HCA/Nurse (Please note not all services will be available initially)

In addition to the above, during 6pm & 8pm Monday to Friday, and 9am & 1pm on Saturday’s, Sunday’s and Bank Holiday’s, patients can be seen for routine annual review of Heart Disease, Diabetes, COPD, Asthma & Stroke but only if you are well controlled and your condition is stable.  Other routine nurse care includes:

  • Blood tests 
  • Routine ECG (not chest pain)
  • Spirometry
  • Review of contraception pill
  • Repeat depo injection
  • Smears
  • B12 injection
  • Removal of sutures and clips

 

For more information, please ask at reception.  

New Hours for Walk in Centre to Meet Patient Need

 

From the 1st November the Wakefield Walk in Centre on King Street will have new opening hours. The service will be available from 10am until 10pm 7 days a week.

 

The new hours mean the service is available later in the day until 10pm, and opens slightly later at 10am. The change reflects patient use of the service, which showed greater demand for the service in the evenings, rather than the early morning.

 

Providing same day support for patients, the centre can provide urgent care for an acute condition that may be dealt with in a single visit to a clinician.

 

The change in hours also reflects the new GP Care Wakefield extended hours scheme. GP Care Wakefield offers patients access to medical support across the district by calling their own GP number from 6pm until 10pm weekdays and 9am-3pm weekends and bank holidays.

 

Dr Phil Earnshaw, Chair of NHS Wakefield and local GP said:

 

“The change in times for the Walk in Centre service enables public access to city centre support, at busier times for conditions which should not require A&E.

“Alongside the new GP Care Wakefield extended hours scheme, we hope patients will use these services and choose to leave A&E for the most serious accidents and emergencies.”

 

Services offered by the Walk in Centre include:

 

Treating minor injuries and illnesses, including but not limited to:

  • Wounds, e.g. superficial cuts and bruises, minor burns and scalds, insect or animal bites, risk of tetanus, minor head injuries- (except in under 2’s and over 65’s as in NICE guidance)
  • Muscle and joint injury, e.g. strains and sprains, back pain, tendonitis;
  • High temperature
  • Headaches and dizziness
  • Coughs, colds, ‘flu-like’ symptoms and hay-fever;
  • Ear, nose and throat infections (e.g. minor infections such as sore throats and ear aches)
  • Eye care e.g. conjunctivitis, styes, removal of superficial foreign bodies;
  • Stomach ache, indigestion, constipation, vomiting and diarrhoea;
  • Dermatology and skin complaints e.g. rashes, minor allergic reactions, scabies, head lice, sunburn
  • Emergency contraception
  • Post operation wound care
  • Acute psychological conditions and crisis resolution.

 

PATIENT GROUP

 Our already established patient group aims to help to interpret the annual patient survey and plan change as a result. Are you are able to contribute by being objective and representing the views of others. Representation for the group ideally will be a mix of age/gender/race and working/retired people. If you are interested in joining or would like further information please inform the receptionist who will be happy to take your details and the admin manager will contact you.

 

HEALTH CHAMPIONS

Our already established group of people from all walks of life, voluntarily give their time to help staff and patients at Chapelthorpe Medical Centre. Their role is to work with the practice to improve the services offered and to identify new ways to help meet the health needs of patients at the practice. If you are interested in joining or would like further information please inform the receptionist who will be happy to take your details and Faye Macer the reception manager will contact you.

 

 YOUR GP CARES

How information about you helps us to provide better care - click here for details:

http://www.england.nhs.uk/ourwork/tsd/data-info/

Local Maternity Website

http://www.pitterpatterchatter.org/Home

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Support Groups For Adults Who Have Been Abused

http://www.beyondexisting.org.uk

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When Should patients be worried?

http://www.whenshouldiworry.com/view-booklet.php  

Latest Patient Survey

Please see results : https://gp-patient.co.uk/

Influenza Open Clinics

There are three different influenza vaccines this year:

  1. A vaccine for 18 - 65 yr old patients who are at risk i.e. have a chronic disease
  2. A vaccine for Over 65yr old patients - Click here for further info: https://www.gov.uk/government/publications/flu-vaccination-for-people-aged-65-and-older
  3. A nasal vaccine for children who were 2yr or 3 yr old on the 31/08/2018 & for children under 18yr old who have a chronic disease.

Please note we are holding our next OPEN flu clinic for ADULTS ONLY on Friday 23rd November 12 noon - 1PM. No appointment required.

Children vaccines will be given by booking an appointment with a nurse.

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