Greyfriars Medical Centre
Greyfriars Medical Practice has a legal duty to explain how we use any personal information we collect about you, as a registered patient at the practice. Staff at this practice maintains records about your health and the treatment you receive in electronic and paper format. The General Data Protection Regulation (GDPR) applies in the UK from 25th May, 2018. It replaces the 1998 Data Protection Act and introduces new rules on privacy notices, as well as processing and safeguarding personal data. Understanding the requirements of the GDPR will ensure that personal data of both staff and patients is protected accordingly.
This policy is effective from May 25th, 2018.
What information do we collect about you?
We will collect information such as personal details, including name, address, next of kin, records of appointments, visits, telephone calls, your health records, treatment and medications, test results, X-rays, etc. and any other relevant information to enable us to deliver effective medical care.
How we will use your information
Your data is collected for the purpose of providing direct patient care; however, we can disclose this information if it is required by law, if you give consent or if it is justified in the public interest. The practice may be requested to support research; however, we will always gain your consent before sharing your information with medical research databases such as the Information Services Division Scotland (ISD Scotland) or others when the law allows.
In order to comply with its legal obligations, this practice may send data to ISD Scotland when directed by the Secretary of State for Health under the Public Health (Scotland) Act 2008. Additionally, this practice contributes to national clinical audits and will send the data that is required by ISD Scotland 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.
Processing your information in this way and obtaining your consent ensures that we comply with Articles 6(1)(c), 6(1)(e) and 9(2)(h) of the GDPR.
Maintaining confidentiality and accessing your records
We are committed to maintaining confidentiality and protecting the information we hold about you. We adhere to the General Data Protection Regulation (GDPR), the NHS Codes of Confidentiality and Security, as well as guidance issued by the Information Commissioner’s Office (ICO). You have a right to access the information we hold about you, and if you would like to access this information, you will need to complete a Subject Access Request (SAR). Please ask at reception for a SAR form and you will be given further information. Furthermore, should you identify any inaccuracies; you have a right to have the inaccurate data corrected.
Risk stratification is a mechanism used to identify and subsequently manage those patients deemed as being at high risk of requiring urgent or emergency care. Usually this includes patients with long-term conditions, e.g. cancer. Your information is collected by a number of sources, including SPIRE (NHS NATIONAL SERVICES SCOTLAND), NHS Dumfries and Galloway and Local Intelligence Support Team; this information is processed electronically and given a risk score which is relayed to your GP who can then decide on any necessary actions to ensure that you receive the most appropriate care.
Training and support
The practice will provide guidance and support to help those to whom it applies understand their rights and responsibilities under this policy. Additional support will be provided to managers and supervisors to enable them to deal more effectively with matters arising from this policy.
Your information may be shared if you have received treatment to determine which NHS Area Health Board is responsible for paying for your treatment. This information may include your name, address and treatment date. All of this information is held securely and confidentially; it will not be used for any other purpose or shared with any third parties.
You have a right to object to your information being shared. Should you wish to opt out of data collection, please contact a member of staff who will be able to explain how you can opt out and prevent the sharing of your information; this is done by registering a Type 1 opt-out, preventing your information from being shared outside this practice.
In accordance with the NHS Codes of Practice for Records Management, your healthcare records will be retained for 10 years after death, or if a patient emigrates, for 10 years after the date of emigration. *Electronic Patient Records (EPRs)- GP only- must not be destroyed, or deleted, for the foreseeable future. See link for further clarification of retention periods:
What to do if you have any questions
- Contact the practice manager via email at firstname.lastname@example.org
GP practices are data controllers for the data they hold about their patients
2. Write to the data controller at: Greyfriars Medical Centre, 33-37 Castle Street Dumfries DG1 1DL.
3. Ask to speak to the practice manager, Mrs Michele Postans.
4. The Data Protection Officer (DPO) for Greyfriars Medical Practice is Gillian Jamieson and is based at NHS Dumfries & Galloway, IM&T, Mountainhall Treatment Centre, Bankend Road, Dumfries DG1 4AP
In the unlikely event that you are unhappy with any element of our data-processing methods, you have the right to lodge a complaint with the ICO. For further details, visit ico.org.uk and select ‘Raising a concern’.
Given the complexity of the GDPR, all staff at Greyfriars Medical Practice must ensure they are fully aware of the requirements within the Regulation, which become enforceable by law with effect from 25th May 2018. Understanding the changes required will ensure that personal data at Greyfriars Medical Practice remains protected and the processes associated with this data are effective and correct.
Regular updates to this policy will be applied when further information and/or direction is received.