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How We Use Your Data

To read the Fair Processing Notice please click here

Your Information: What you need to know.


This leaflet explains why information is collected about you an the ways in which this information may be used.


Why do we collect information about you?


Your Doctor and other health professionals caring for you keep records about your health and any treatment and care you receive from the NHS. These help to ensure that you receive the best possible care from us. They may be written down (manual records) or held on computer. These records may include:

  • Basic detail about you, such as address and next of kin.
  • Contacts we have had with you such as clinic visits.
  • Notes and reports about your health and any treatment and care you have received.
  • Details and records about the the treatment and care you receive
  • Results of investigations such as x-rays and laboratory tests.
  • Relevant information from other health professionals or those who care for you and know you well.



How are your records used to help you?


Your records are used to guide professionals in the care you receive to ensure that:

  • Your doctor, nurse or any other healthcare professional involved in your care has accurate and up to date information to assess your health and decide what care you need.
  • Full information is available if you see another doctor, are referred to a specialist or another part of the NHS.
  • There is a good basis for assessing the type and quality of care you have received.
  • Your concerns can be properly investigated if you need to complain.



How are you records used to help the NHS?


Your information may be used to help us:

  • Assess the needs of the general population.
  • Make sure our services can meet patient needs in the future.
  • Review the care we provide to ensure it is of the highest standard.
  • Teach and train healthcare professionals.
  • Conduct health research and development.
  • Pay your GP, Dentist and hospital for the care they provide.
  • Audit NHS accounts and services
  • Prepare statistics on NHS performance
  • Investigate complaints, legal claims or significant events.


Some of this information will be held centrally but where it is used for statistical purposes stringent measures are taken to ensure that individual patients cannot be identified. Anonymous statistical information may also be passed to organisations with legitimate interest, including universities, community safety units and research institutions.

Where it is not possible to use economised information, personally identifiable information may be used for essential NHS purposes, these may include research and auditing services. This will only be done with your consent unless the law requires information to be passed on to improve public health.



How do we keep your records confidential?


Everyone working in the NHS has a legal duty to keep information about you confidential.


You may be receiving care from other organisations as well as the NHS (like Social Services). We may need to share some information about you so that we can all work together for your benefit. We can only ever use or pass on information about you if the others involved in your care have a genuine need for it. We will not disclose your information 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 information to be passed on.


Anyone who receives information from us is also under a legal duty to keep it confidential.


We are required by law to report certain information to the appropriate authorities. This is only provided after formal permission has been given by qualified health professionals. Occasions when we must pass on information include:

  • Notifications of new births
  • Where we encounter infectious diseases which may endanger the safety of others such as meningitis or measles (but not HIV / AIDS).
  • Where a formal court order has been used.


Our guiding principle is that we are holding your records in strict confidence.



How do you gain access to your own health records?


The Data Protection Act of March 2000 allows you to find information that is held on computers or in manual records, this right is called the ‘right of subject access’. If you wish to see your medical records then you should make a written request to the NHS organisation where you are or have been treated. You are entitled to receive a copy but please be aware that there may be a charge for this. Also in certain circumstances your right to see some details may be limited in your own interests or for other reasons.


If you wish to register any objection to the sharing of confidential information as outlined above or wish for further information or wish to discuss any issues of confidentiality please contact the practice manager, Mrs Jeannette Atkins, by post at the Whiteley Surgery.


Any objection will be respected if possible unless the disclosure is required by law or is essential in order to protect you or someone else from the risk of death or serious harm.



G:\New Reg Pack\6 New Patient Registration How we use your info



How your data may be used for research.


The staff at this practice record information about you and your health so that you can receive the right care and treatment.  We need to record this information, together with the details of the care you receive, because it may be needed if we see you again.


We may use some of this information for other reasons, for example, to help us to protect the health of the general public generally, to plan for the future, to train staff and to carry out medical and other health research for the benefit of everyone.


We are currently involved in research studies for which we provide anonymised information from patients’ notes.  The risk of you being identified from this information is extremely low as all directly identifable details (name, address, post code, NHS number, full date of birth) are removed from your notes before they are collected for research, and automatic programs to de-personalise any free text (non structured or coded data) are run after information is collected. Individual patients’ records are added into a much larger anonymous database, containing records from millions of patients across the UK.  This information is used by researchers outside this practice.  The database to which we contribute anonymised records is known as The Health Improvement Network (THIN).  This data may be anonymously linked to other data, such as hospital data. This database is managed by a company outside the NHS which does not have access to your personal details, only to anonymous medical records.  The data are used for research into such topics as drug safety, disease patterns, prescribing patterns, health economics and public health.  Many of these studies provide useful information to medical staff on diseases, the use of drugs or outcomes of disease or treatment.


These studies may be performed by academic researchers or commercial companies amongst others.  However, no researcher has access to your full details such as your name and address, initials or your full date of birth.  The researchers are not given information about the GP nor the practice name, address or post code.


If you would like to opt out of this data collection scheme, please let your doctor know and no data from your records will be collected for use in research.  This will not affect your care in any way.


If anything to do with the research would require that you provide additional information about yourself, you will be contacted to see if you are willing to take part: You will not be identified in any published results.


Note that you have a right of access to your health records.  If at any time you would like to know more, or have any concerns about how we use your information, you can contact the practice manager, Mrs Jeannette Atkins, by post at the Whiteley Surgery.


External Software Providers

The Whiteley Surgery currently uses two external software providers. These are Mjog (for our text and voice message reminders) and cfhDocmailer (for postal reminders).

For more information on Mjog please follow the link for 'Text Message Reminders' on the right of this screen.


cfhDocmailer  has achieved compliance with all the requirements set out by the Department of Health regarding using/keeping/deleting data sent to it and it is used by a number of other GP surgeries and health organisations around the country.

The cfhDocmail website uses the highest strength 128 bit encryption, so you can be sure that your details will be safe. cfhDocmail have achieved the status of an APACS Standard 3 approved printer and are accredited to the following schemes:

APACS 55: Cheque Printer Accreditation Scheme
APACS 72: PINS Printer Accreditation Scheme
BS ISO IEC 27001:2005 Information Security Management Systems
BS 9001:2000 Quality Management System
FSC (Forest Stewardship Council)
PEFC (Programme for the Endorsement of Forest Certification)
ISO BSI 14001 Environmental Management System
Connecting for Health - 100% approval Information Governance Toolkit.

All manufacturing, information processing and mailings are undertaken under the guidance of these standards.

If you have any questions regarding either Mjog or cfhDocmailer please contact the Practice Manager.

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