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Practice Policies

Burlington Primary Care and Data Protection 

Burlington Primary Care takes your privacy very seriously and complies with the General Data Protection Regulation. We are registered with the Information Commissioner’s Office as a Data Controller and our registration number is ZA427145.

If you have any questions or wish to make a request in relation to your information, please contact us at;

Burlington Primary Care

14 Burlington Road

Ipswich,  IP1 2EU.

 

Or email our Data Protection Officer at emma.cooper35@nhs.net

Burlington Primary Care aims to provide you with safe and the highest quality 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.

Your doctor and other health professionals caring for you, such as nurses or health care assistants, keep records about your health and treatment so that they are able to provide you with the best possible care.

These records are called your ‘health care record’ and may be stored in paper form or on computer and electronic systems and may include Personal Data;

  • basic details about you, such as address, date of birth, NHS number, and next of kin

 

as well as Sensitive Personal Data;

  • contact we have had with you, such as clinical visits
  • notes and reports about your health
  • details and records about your treatment and care
  • results of x-rays, laboratory tests etc.

Healthcare providers are permitted to collect, store, use and share this information under Data Protection Legislation which has a specific section related to healthcare information.

What do we do with your information?

  • Refer you to other healthcare providers when you need other service or tests
  • Share samples with laboratories for testing (like blood samples)
  • Share test results with hospitals or community services (like blood test results)
  • Allow healthcare staff working in A&E and out of hours care access to your information. For example, it is important that staff who are treating you in an emergency know if you have any allergic reactions.  This will involve the use of your Summary Care Record. For more information about the summary care record and health record sharing, please refer to bit.ly/whocanseemyrecord or call PALS on 0800 389 6819
  • Send prescriptions to a pharmacy
  • Patients are texted in relation to healthcare services
  • Samples are provided to the courier for delivery to pathology
  • Share reports with the coroner
  • Receive reports of appointments you have attended elsewhere such as with the community nurse or if you have had a stay in hospital

Follow click here to see a list of the partners that we usually share with.

Burlington Primary Care has signed a Suffolk Wide Information Sharing Agreement which allows health and social care providers to agree a secure and lawful way to share your information.

What else do we do with your information?

Along with activities related directly to your care, we also use information in ways which allow us to check that care is safe and provide data for the improvement and planning of services.

  • Quality / payment / performance reports are provided to service commissioners
  • Identifying patients who might be at risk of certain diseases such as heart disease or risk of falls/frailty. This means we can offer patients additional care or support as early as possible
  • As part of clinical research – information that identifies you will be removed, unless you have consented to being identified
  • Undertaking clinical audits within the practice
  • Supporting staff training

Sharing when Required by Law

Sometimes we will be required by law to share your information and will not always be able to discuss this with you directly. Examples might be for the purposes of detection or prevention of crime, where it is in the wider public interest, to safeguard children or vulnerable adults, reporting infectious diseases or where required by court order.

Care Quality Commission Access to Health Records

CQC has powers under the Health and Social Care Act 2008 to access and use your health information where it is necessary to carry out their functions as a regulator.

This means that inspectors may ask to look at certain records to decide whether we are providing safe, good quality care.

More information about the CQC can be obtained on their website https://www.cqc.org.uk/about-us/our-policies/privacy-statement

CCTV

CCTV is in place in external and internal areas of our practice.

It has been installed solely for the safety and security of our patients and staff, to prevent and deter crime.

Images are recorded 24 hours a day and stored on the hard drives of the recording devices that are situated in secure areas and only the practice manager and those delivering technical support services will have access to the system.

The CCTV only records images and does not record audio.

All CCTV recordings are stored on our recording devices for approximately 40 days before being deleted.

There are signs in the practice telling you that CCTV is in place and we have registered this with the Information Commissioner.

We will only ever share information with the relevant authorities in connection with the safety and security of patients and staff and will not share with any other third parties.

Visitors to the practice have the right to request under the privacy legislation. Like all subject access requests, it must be made in writing. There may be a charge made for this service.

We have followed the CCTV guidelines produced by the Information Commissioners’ Office.

 

Information Access and Rights

Data protection law provides you with a number of rights that the practice is committed to supporting you with;

Right to Access

You have the right to obtain:

  • confirmation that your information is being used, stored or shared by the practice
  • a copy of information held about you (generally we will only provide this for free once)

If you only require a particular part of your record, tell us and this may mean we can respond quicker.

We will respond to your request within one month of receipt or will tell you when it might take longer.

We are required to validate your identity including the identity of someone making a request on your behalf

Right to Object or Withdrawn Consent

We mainly use, store and share your information because we are permitted in order to deliver your healthcare but you do have a right to object to us doing this.

Where we are using, storing and sharing your information based on explicit consent you have provided, you have a right to withdraw that consent at any time.  Please speak to the practice as not sharing certain data with other healthcare staff may affect the care you receive

You are not able to object to your name, address and other demographic information being sent to NHS Digital.

You are not able to object when information is legitimately shared for safeguarding reasons.

Our Data Protection Officer will be happy to speak with you about any concerns you have.

Right to Correction

If information about you is incorrect, you are entitled to request that we correct it

There may be occasions, where we are required by law to maintain the original information – our Data Protection Officer will talk to you about this

If we don’t agree with your request to change the original information, you have the right to add your statement

We will respond to your request within one month of receipt or will tell you when it might take longer.

Complaints

You also have the right to make complaints and request investigations into the way your information is used. Please contact our Data Protection Officer or visit the link below for more information.

For more detailed information on your rights visit https://ico.org.uk/global/contact-us/ or call the helpline on 0303 123 1113

Case Finding

Sometimes your information will be used to identify whether you need particular support from us.

Those involved in your care might look at particular ‘indicators’ (such as particular conditions) and contact you or take action for healthcare purposes. For example, this might be to prevent you from having to visit accident and emergency by supporting you in your own home or in the community.

We will use automated technology to help us to identify people that might require support but ultimately, the decision about how or whether to provide extra support you is made by those involved in your care.

Our Data Protection Officer will be happy to speak to you about this if you have concerns or objections.

Our practice uses Suffolk GP Federation to support us to deliver some of our services such as providing appointments when our practice is closed or community based services.  Here is a link to some more information about who they are and what they do https://suffolkfed.org.uk/patient-services/gp/

Information Technology

The practice will use third parties to provide services that involve your information such as;

  • Removal and destruction of confidential waste
  • Provision of clinical systems
  • Provision of connectively and servers

Data analytics or warehousing (these allow us to make decisions about care or see how effectively the practice is run – personal data will never be sold or made available to organisations not related to your care delivery)

We have contracts in place with these third parties that prevent them from using it in any other way then instructed. These contracts also require them to maintain good standards of security to ensure your confidentiality.

Please click here to find out more about our sharing partners and providers.

 

How do we protect your Information?

We are committed to ensuring the security and confidentiality of your information. There are a number of ways we do this;

Staff receive annual training about protecting and using personal data

Policies are in place for staff to follow and are regularly reviewed

We check that only the minimum amount of data is shared or accessed

We use ‘smartcards’ to access systems, this helps to ensure that the right people are accessing data – people with a ‘need to know’

We use encrypted emails and storage which would make it difficult for someone to ‘intercept’ your information

We report and manage incidents to make sure we learn from them and improve

We put in place contracts that require providers and suppliers to protect your data as well.  This includes ensuring contractors and visitors sign appropriate confidentiality statements

We do not send your data outside of the EEA

How Long Do We Keep Your Information?

In line with the Department of Health Code, we will retain / store your health record for your lifetime. When a patient dies, we will review the record and generally it will be destroyed 10 years later, unless there is a reason to keep it for longer.

Information on how long records are kept can be found at:  https://digital.nhs.uk/article/1202/records-management-code-of-practice-for-health-and-social-care-2016

If you move away or register with another practice, we will send your records to the new practice in accordance with the contractual service provision established by NHS England

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Chaperone

There may be times when you would feel more comfortable with a chaperone in the room during your consultation. If so let us know, this person can be a relative or friend but if you are attending on your own, your doctor can arrange an appropriate member of staff to act as chaperone. 


Translation Service

The Practice offers use of the interpretation services provided by Language Line. Alternatively you are more than welcome to bring to bring your own interpreter to accompany you in your appointment.

Please inform the receptionist if you require the Language line service when booking your appointment so that we can book a longer appointment.



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