Access to medical records under the General Data Protection Register

To request access to your medical records online please complete: Medical Records Online Access Application Form

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:

• Compliments Leaflet
• Complaints Leaflet

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)

Oakwood Surgery & Bull Farm privacy Notice

Covid 19 privacy statement

Information Governance

Download our Information Governance Leaflet

Patient Know’s Best Privacy Statement

Oakwood Surgery shared your demographic data (including name, age, gender, date of birth, NHS number and address) with Patients Know Best (PKB) so PKB could create a dormant patient account for each person registered at this practice. The data in these accounts will not be accessed or processed unless you choose to activate your PKB account. Activating the account will create a patient held record which you can choose to share with health and care teams. This data sharing was done through article 6 (1)(e) and 9(2)(h) of UK GPDR 2018.

PKB are registered with the Information Commissioner’s Office (ICO), which regulates data protection in the UK, and their registration number is Z2704931. PKB cannot see your demographic data or any health information in your PKB account, including your patient held record.  Your information is kept encrypted on secure servers and can only be seen by yourself, health care teams chosen by you or those with a lawful basis.

PKB will retain your data for 8 years after either the date your dormant account was created or the date you last accessed your activated account; whichever date is more recent. You can email sfh-tr.nottsnhsapp@nhs.net if you wish your PKB information to be deleted before that point, this does not mean that your GP record held by Oakwood Surgery will be deleted.

Oakwood Surgery – Access to Patient Information

Current

SystmOnline allows all patients to book, view, amend, cancel and print appointments online. It also allows patients to order online, view and print a list of their repeat prescriptions for necessary drugs, medicines or appliances. You can also view your SCR (See below) information via SystmOnline, if requested.

Sharing of information, SCR – Summary Care Record

SCR Information leaflet

SCR Opt Out Form

Help us to help you, by allowing us to share information with other healthcare professionals involved in your emergency care.

Access to this information is strictly controlled.

• Healthcare staff will have quicker access to information about any medicines you are taking, allergies you suffer from and any bad reactions to medicines you have had.
• This means they can provide you with safer care during an emergency, when your GP practice is closed or when you are away from home in another part of England.

Any relevant changes to your medical record are normally updated immediately to your SCR.

You can opt out of sharing any of this information, please ask at reception.

GP2GP

The GP2GP data transfer facility transfers patient records between practices when a patient registers or deregisters. GP2GP Information Leaflet

If you would like any further information please contact the Surgery.

NHS Mansfield and Ashfield Clinical Commissioning Group

MIG – Medical Interoperability Gateway

Enabling Information Sharing Access (ISA)

Introduction

MIG stands for Medical Interoperability Gateway and is a system which enables health organisations to safely and securely view predefined datasets of patient information from the GP patient record. This enables clinicians to have real time and appropriate information about the patient to help inform their clinical decisions.

The MIG project is part of a Connected Notts Programme initiative across the whole of Nottinghamshire and helps support improvements in unplanned and urgent care.

How it works

It works in “real time view only” mode and the patient information is only available to permitted clinical staff, with the permitted healthcare organisations, covered under the Information Sharing Agreement (ISA).

Essentially this means for an M&A patient using 111, EMAS, CNCS, local A&E departments or other providers, MIG enables the Clinician involved in their care, with the patient’s permission, the ability to view a predefined dataset of the patient’s information.

If a Clinician needs to view patient’s data via the MIG, they will request explicit consent from the patient at the time. The Clinician will have to record via the MIG that they have the patient’s consent in order to see the data held in the GP’s patient record. If the patient agrees and consent to share out is enabled in the SystmOne or EMIS system, the information will be shared. However, if the patient dissents or the preference is not share then no patient information is shared.

What are the key benefits to the Mansfield & Ashfiled Practices and their patients?

• Improve patient safety: the clinicians from other healthcare organisations treating the patient have up to date medications and allergy information direct from the SystmOne GP clinical system
• Improve clinical decision making: the Clinician can see recent visits, any tests requested and prescriptions issued
• Improved clinical efficiency and patient care by providing appropriate and timely clinical information direct
• Enables effective collaborative working across the area.

With whom would we be sharing information?

The practice would be sharing information with the following organisations as detailed in the Information Sharing Agreement:

Mansfield and Ashfield GP practices

NEMS

Central Nottinghamshire Clinical Services

Nottingham University Hospitals NHS Trust

East Midlands Ambulance Service NHS Trust

Sherwood Forest Hospitals NHS Foundation Trust

Nottinghamshire Healthcare NHS Foundation Trust, including Community Health Partnerships.

Nottingham CityCare Partnership

Derbyshire Health United

Nottinghamshire Multi Agency Safeguarding Hub health team

United Lincoln Hospitals

Primary Integrated Community Services

Consent Model

The consent model for MIG is based on implicit consent to share and explicit consent to view. Patients can opt out from sharing at any time. The requesting application e.g. out of hours system requires the Clinician user to ask the consent question and log the response.

For any further information, please contact us on 01623 43 5555.