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 request a copy of your medical record.
- You have the right to object to your identifiable information being used for medical research and to plan health services.
- You have the right to request that any mistakes in your medical record are corrected.
- Our practice privacy notice is on the practice website which includes information on how to contact the Information Commissioner’s Office to seek advice or make a complaint if you need to do so.
BMP Practice Fair Processing and Privacy Notice
SUMMARY CARE RECORD
There is a new Central NHS Computer System called the Summary Care Record (SCR). The Summary Care Record is meant to help emergency doctors and nurses help you when you contact them when the surgery is closed. Initially, it will contain just your medications and allergies.
Later on as the central NHS computer system develops, (known as the ‘Summary Care Record’ – SCR), other staff who work in the NHS will be able to access it along with information from hospitals, out of hours services, and specialists letters that may be added as well.
Your information will be extracted from practices such as ours and held on central NHS databases.
As with all new systems there are pros and cons to think about. When you speak to an emergency doctor you might overlook something that is important and if they have access to your medical record it might avoid mistakes or problems, although even then, you should be asked to give your consent each time a member of NHS Staff wishes to access your record, unless you are medically unable to do so.
On the other hand, you may have strong views about sharing your personal information and wish to keep your information at the level of this practice. Connecting for Health (CfH), the government agency responsible for the Summary Care Record have agreed with doctors’ leaders that new patients registering with this practice should be able to decide whether or not their information is uploaded to the Central NHS Computer System.
For existing patients it is different in that it is assumed that you want your record uploaded to the Central NHS Computer System unless you actively opt out.
National Data Opt Out Programme
The national data opt-out is a new service that allows people to opt out of their confidential patient information being used for research and planning.
The Use of Docmail to handle mail to patients
Bottisham Medical Practice uses a mailing company called Docmail to handle some mailings to patients. Typically this is for bulk mailings such as invitations to attend flu clinics where it is difficult to accommodate the administrative work involved without affecting our ability to serve patients. This is permissible under guidance from both the Information Commissioner’s Office (ICO) and the Department of Health (DoH) subject to the provisions of GDPR and the Data Protection Act.
Please find below some more information about Docmail and how we work with them to ensure that we protect our patients’ personal data at all times.
What is Docmail
Docmail is provided by CFH Total Document Management Ltd, a secure print and mailing company which provides print and mailing services for Local Government, GPs, Dentists, Medical Practices, Schools, Exam Boards and Banks etc. throughout the UK. The system can be found online at www.docmail.co.uk and requires a secure user name and password for us to log on and upload our letters and address lists to create the printed output for despatch to Royal Mail. The system allows us to upload a letter template and mailing data for the patients we want to write to via a secure web portal.
Connecting For Health
Docmail has achieved a 100% rating in the Department of Health’s Information Governance Toolkit Assessment for 2016-2017 and meets with the terms and conditions of the DH Information Governance Assurance Statement. This assessment is publicly available and can be viewed here
Docmail and GDPR
Docmail will process any data that we supply in accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR). This means that they only process the data we send them according to our instructions and take technical and organisational measures to ensure the safety of data and ensure it is processed securely. Their terms and conditions can be found here.
The letters will be delivered to your address by Royal Mail in the normal way.
Docmail delete all personal data within 28 days after the mailing.