Hereford Medical Group (comprising Greyfriars Surgery, King Street Surgery, Moorfield House Surgery, Sarum House Surgery and Quay House Medical Centre) 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 maintain records about your health and the treatment you receive in electronic and paper format.
Hereford Medical Group keeps medical records confidential and complies with the General Data Protection Regulation. We hold your medical record so that we can provide you with safe care and treatment.
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.
We will also use your information so that this practice can check and review the quality of the care we provide. This helps us to improve our services to you.
We will share relevant information from your medical record with other health or social care staff or organisations when they provide you with care. For example, your GP will share information when they refer you to a specialist in a hospital. Or your GP will send details about your prescription to your chosen pharmacy.
Healthcare staff working in A&E and out of hours care will also have 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.
You have the right to object to information being shared for your own care. Please speak to the practice if you wish to object. You also have the right to have any mistakes or errors corrected.
Registering for NHS care
All patients who receive NHS care are registered on a national database. This database holds your name, address, date of birth and NHS Number but it does
not hold information about the care you receive. The database is held by NHS Digital, a national organisation which has legal responsibilities to collect NHS
data. More information can be found at NHS Digital or telephone NHS Digital 0300 303 5678
Sometimes we need to share information so that other people, including healthcare staff, children or others with safeguarding needs, are protected from risk of harm. These circumstances are rare. We do not need your consent or agreement to do this.
The practice may be requested to support research; however, we will always gain your consent before sharing your information with medical research databases or others when the law allows. We may also use your medical records to carry out research within the practice.
This is important because the use of information from GP medical records is very useful in developing new treatments and medicines. Medical researchers use information from medical records to help answer important questions about illnesses and disease so that improvements can be made to the care and treatment patients receive. You have the right to object to your identifiable information being used or shared for medical research purposes. Please speak to the practice if you wish to object.
National Clinical Audits
Hereford Medical Group contributes to national clinical audits so that healthcare can be checked and reviewed. Information from medical records can help doctors and other healthcare workers measure and check the quality of care which is provided to you. The results of the checks or audits can show where hospitals are doing well and where they need to improve. The results of the checks or audits are used to recommend improvements to patient care.
The law requires Hereford Medical Group to share information from your medical records in certain circumstances. Information is shared so that the NHS or Public Health England can, for example, plan and manage services; check that the care being provided is safe; prevent infectious diseases from spreading.
We will share information with NHS Digital, the Care Quality Commission and local health protection team (or Public Health England) when the law requires us to do so (NHS Digital is a national body which has legal responsibilities to collect information about health and social care services). We must also share your information if a court of law orders us to do so. 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.
National screening programmes
The NHS provides national screening programmes so that certain diseases can be detected at an early stage. These screening programmes include bowel cancer, breast cancer, cervical cancer, aortic aneurysms and a diabetic eye screening service. The law allows us to share your contact information with Public Health England so that you can be invited to the relevant screening programme.
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 Hereford Medical Group; 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.
Your information may be shared if you have received treatment to determine which Clinical Commissioning Group (CCG) 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.
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, please contact the surgery. Furthermore, should you identify any inaccuracies; you have a right to have the inaccurate data corrected.
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 to opt out online (national data opt-out programme) or if you are unable to do so or do not wish to do so online, by speaking to a member of staff.
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.
What to do if you have any questions
- Contact the practice’s data controller via Bethany Wright, Patient Experience and Communications Manager email: firstname.lastname@example.org GP practices are data controllers for the data they hold about their patients
- Write to the data controller at Moorfield House Surgery, 35 Edgar Street, Hereford HR4 9JP
- Ask to speak to the Business Manager, Mr Ceri Chaplin
The Data Protection Officer (DPO) for Hereford Medical Group is Mrs Marcia Martin.
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’.