The practice is registered with the Data Protection Act 2018 (DPA 2018). Any request for access to notes by a patient, patient’s representative or outside body will be dealt with in accordance with the Act.
Subject access requests
A request by a patient, or a request by a third party who has been authorised by the patient, for access under the GDPR (and DPA 2018) is called a subject access request (SAR). If you want to see your health records or wish a copy, need to fill in a subject access request consent form. It can’t be done over the phone. You don’t have to give a reason for wanting to see your records. There is no charge for this service.
It’s a good idea to state the dates of the records that you want to see – for example, from 2010-2017 – and to send the letter by recorded delivery or deliver it to the practice. (if you are requesting this in writing). You should also keep a copy of your letter for your records. The practice, has up to 28 days to respond. If additional information is needed before copies can be supplied, the 28 day time limit will begin as soon as the additional information has been received.
The 28 day time-limit can be extended for two months for complex or numerous requests where the data controller (usually your practice) needs more time to collate and supply the data. You will be informed about this within 28 days and provided with an explanation of why the extension is necessary.
When writing/calling, you should say if you:
- Want a copy as well as to see them
- Want all or just part of them
- Would like your records to be given to you in a format that meets your needs, and we will endeavour to accommodate your request
- If you request your records to be emailed, then we will secure your or your representative’s agreement (in writing or in email) that they accept the risk if sending unencrypted information to a non-NHS email address
You may also need to fill in an application form and give proof of your identity. The practice has an obligation under the GDPR and DPA 2018 to ensure that any information provided for the patient, can be verified.
Please note we never send original medical records because of the potential detriment to patient care should these be lost.
Summary Care Record
If you’re registered with a GP surgery, you’ll have a Summary Care Record unless you’ve chosen not to have one. It contains basic information including your allergies, medicines and any reactions you’ve had to medicine in the past. By storing all this information in one place, it makes it easier for healthcare staff to treat you in an emergency, or when your GP practice is closed.
Follow this link to the NHS website for more information on how to access your health records
GP2GP
GP2GP allows patients’ electronic health records to be transferred directly, securely, and quickly between their old and new practices, when they change GPs.
Find out more about GP2GP on the NHS website
Your data matters to the NHS
Your health records contain a type of data called confidential patient information. This data can be used to help with research and planning.
You can choose to stop your confidential patient information being used for research and planning. You can also make a choice for someone else like your children under the age of 13.
Your choice will only apply to the health and care system in England. This does not apply to health or care services accessed in Scotland, Wales or Northern Ireland.
Follow this link to find out how this data is used and how to opt out
General Practice Extraction Service
General Practice Extraction Service (GPES) – General Practice Extraction Service (GPES) is a centrally managed, primary care, data extraction service being introduced across England managed by the Health and Social Care Information Centre (HSCIC).
The purpose of GPES is to extract and compare data from across the NHS. This allows for data to be turned into accurate and usable management information, leading to improvements in patient care and greater efficiency across the service as a whole. The data extracted is also used to support QOF, although GPES does not calculate or make these payments, that task is carried out by the Calculating Quality Reporting Service (CQRS).
Freedom of Information
Anyone has a right to request information from a public authority. We have two separate duties when responding to these requests:
- To tell (you or your representative) the applicant whether we hold any information falling within the scope of their request; and
- To provide that information
We normally have 20 working days to respond to a request.
For a request to be valid under the Freedom of Information Act it must be in writing. Any letter or email to a public authority asking for information is a request for recorded information under the Act.
For further information please refer to www.ico.org.uk/official-information which has been provided by the ICO (information commissioner’ office).
