How We Use Your Medical Records
Important Information for Patients
- This practice handles medical records in-line with laws on data protection and confidentiality
- We share medical records with those who are involved in providing you with care and treatment
- In some circumstances we will also share medical records for medical research; for example to find out more about why people get ill
- We share information when the law requires us to do so; for example, to prevent infectious diseases from spreading or to check the care being provided to you is safe
- You have the right to be given a copy of your medical record
- You have the right to object to your medical records being shared with those who provide you with care
- You have the right to object to your information being used for medical research and to plan health services
- You have the right to have any mistakes corrected and to complain to the Information Commissioner’s Office
Dr. Sarwar Khan, Data Protection Officer
How to access your medical records?
- Going online - If you have registered for online access or have downloaded the app, you will have access to your medical records. Take advantage of this facility and register online if you have not yet registered. Call or come to the reception to get help with registration.
- Alternatively, fill in the records access form available at reception and one of the staff members will get in touch to arrange the date and time for viewing the records. Please bring photo ID for verification.
Your data, privacy, and the Law. How we use your medical records
This practice handles medical records according to the laws on data protection and confidentiality.
- We share medical records with health professionals who are involved in providing you with care and treatment. This is on a need to know basis and event by event.
- Some of your data is automatically copied to the Shared Care Summary Record
- We share some of your data with local out of hours/urgent or emergency care service.
- Data about you is used to manage national screening campaigns such as Flu, Cervical cytology and Diabetes prevention.
- Data about you, usually de-identified, is used to manage the NHS and make payments.
- We share information when the law requires us to do, for instance when we are inspected or reporting certain illnesses or safeguarding vulnerable people.
- Your data is used to check the quality of care provided by the NHS.
- We may also share medical records for medical research
For more information please ask at reception.
How we keep your records confidential
Everyone working for the NHS has a legal duty to keep information about you confidential
We have a duty to:-
- Maintain full and accurate records of the care we provide to you
- Keep records about you confidential, secure and accurate
- Provide information in a format that is accessible to you
We will not share any information that identifies you for any reason, unless:
- You ask us to do so
- We ask, and you give us specific permission for health or research purposes or
- We have special permission because the interest of the public is thought to be of great importance than your confidentiality
OUR GUIDING PRINCIPLE IS THAT WE ARE HOLDING YOUR RECORDS IN STRICT CONFIDENCE
Who are our partner organizations
We may share information with the following main partner organizations
- NHS England
- Our commissioners
- NHS Trusts / Organisations (Hospitals, CCG’S)
- Ambulance Service
- Social Services
We may also share your information, with your consent and subject to strict sharing protocols about how it will be used
- Education Services
- Local Authorities
- Voluntary Sector Providers
- Private Sector
Anyone who receives information from us also has a legal duty to
KEEP IT CONFIDENTIAL
If you believe that the practice has breached any of your Data Protection Rights, you have the right to complain to Information Commissioner
Why we collect information about you
In the practice we aim to provide you with the highest quality of health care. To do this we must keep records about you, your health and the care we have provided or plan to provide to you.
These records may include:
- Basic details about you, such as address, date of birth, next of kin
- Contact we have had with you such as clinical visits
- Details and records about your treatment and care
- Results of x-rays, laboratory tests etc
- Relevant information from people who care for you and know you well, such as health professionals and relatives
It is good practice for people in the NHS who provide care to:
- Discuss and agree with you what they are going to record about you
- Give you a copy of letters they are writing about you; and
- Show you what they have recorded about you, if you as
How your records are used
The people who care for you use your records to:
- Provide a good basis for all health decisions made by you and care professional
- Allow you to work with those providing care
- Make sure your care is safe and effective, and
- Work effectively with others providing you with care
Others may also need to use records about you to:
- Check the quality of care (such as clinical audit)
- Protect the health of the public
- Manage the health service
- Help investigate any concerns or complaints you or your family have about your health care
- Teach Health workers and
- Help with research
Some information will be held centrally to be used for statistical purposes. In these instances, we take strict measures to ensure that individual patients cannot be identified. We will always obtain your consent, unless the law requires us to pass on the information.
The legal part
You have the right to privacy under the General Data Protection Regulations 2016 (GDPR) and the Data Protection Act. The Practice needs your personal, sensitive and confidential data in order to perform our statutory health duties, in the public interst or in the exercise of official authority vested in the controller in compliance with Article 6 (e) of the GDPR and for the purposes of prevention or occupational medicine, for assessment of the working capacity of the employee, medical diagnosis, the provision of health and social care or treatment or the management of health or social care systems and services on the compliance with Article 9, (h) of the GDPR.
You have the right to ask for a copy of all records about you.
- Your request should be made in writing to the practice holding your information
- We are required to respond to you with one month
- You will need to give adequate information (for example full name, address, date of birth)
To access your records please contact the Reception at Mere Lane Group Practice