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Privacy Notice - General Data Protection Regulation (GDPR)

Hoveton & Wroxham Medical Centre and Your Information

 

Hoveton & Wroxham Medical Centre takes your privacy very seriously. We are registered with the Information Commissioner’s Office as a Data Controller and our registration number is Z7683211.

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

 

Hoveton and Wroxham Medical Practice

Stalham Road

Hoveton

Norwich

NR12 8DU

01603 782155

 

Or via our Data Protection Officer (DPO): emma.cooper35@nhs.net

 

Hoveton & Wroxham Medical Centre aims to provide you with 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 physiotherapists, 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 out of hours or extended hours GPs to look at your health record when you are going to an appointment
  • 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

A list of the partners that we usually share with is shown lower down.

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
  • 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.

CCTV

CCTV is in place in the Car Park, Reception and Corridor 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 managers 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 31 days before being deleted.

There are signs in the practice telling you that CCTV is in place.

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 to see images of themselves on CCTV as part of a request made 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

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.

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 and you may request that the information is not used during this time

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/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

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.

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 that instructed. These contracts also require them to maintain good standards of security to ensure your confidentiality.

A list of the partners that we usually share with is shown lower down.

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

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.

If you move away or register with another practice, we will send your records to the new practice.

 

 



 

Routine Sharing Partners

Processing Activities

Sharing Partners (including any third party providers of services)

Link

Referral/Test Results

Norfolk and Norwich University Hospital

http://www.nnuh.nhs.uk

Addenbrookes Hospital.

https://www.cuh.nhs.uk/addenbrookes-hospital

Royal Papworth Hospital

https://www.royalpapworth.nhs.uk

Guy's & St Thomas

https://www.guysandstthomas.nhs.uk/Home.aspx

Great Ormond Street

www.gosh.nhs.uk/

James Paget Hospital

http://www.jpaget.nhs.uk/

Queen Elizabeth Hospital, King’s Lynn

http://www.qehkl.nhs.uk/

Ipswich Hospital

http://www.ipswichhospital.nhs.uk

West Suffolk Hospital

http://www.wsh.nhs.uk/

Norfolk Community Health & Care

http://www.norfolkcommunityhealthandcare.nhs.uk/

Norfolk & Suffolk Foundation Trust

http://www.nsft.nhs.uk/

Global Diagnostics

http://www.globaldiagnostics.co.uk/

The Global Clinic, Norwich

https://finder.bupa.co.uk/Hospital/view/72196/global_clinic_norwich

Spire Healthcare

https://www.spirehealthcare.com/spire-norwich-hospital/

Ascenti( Physiotherapy)

https://ascenti.co.uk/

Bourn Hall Clinic

https://bournhall.co.uk/

Scrivens Hearing

https://scrivens.com/hearing/

The Outside Clinic

http://outsideclinic.co.uk

Moorfields Eye Hospital

https://www.moorfields.nhs.uk/

East Coast Community Healthcare CIC

https://ecch.org

Slimming World

https://www.slimmingworld.co.uk/health/swor/how-does-it-work.aspx

Referral Management Service

http://www.northnorfolkccg.nhs.uk/referral-management-service

EACH (East Anglia’s Children’s Hospices)

https://www.each.org.uk/

East of England Ambulance Trust

http://www.eastamb.nhs.uk/

Social Services

https://www.norfolk.gov.uk/

Norfolk Constabulary (Firearms & Shotgun Applications))

https://www.norfolk.police.uk/

Brundall Health Centre

http://www.brundallmedicalcentre.nhs.uk/welcome,38707.htm

Fakenham Weight Management

https://www.fakenham-medical-practice.nhs.uk/

Leeway (Domestic Violence & Abuse Services)

http://www.leewaysupport.org/

Maudsley Hospital, London

http://www.slam.nhs.uk/

Nottingham Centre for Transgender Health

https://www.nottinghamshirehealthcare.nhs.uk/nottingham-centre-for-transgender-health

Telederm

http://www.telederm.uk.com/

 

Norfolk County Council – Broadly Active

https://www.activenorfolk.org/uploads/health-referral-report.pdf

Victory Swim & Fitness Centre, North Walsham

https://www.placesforpeopleleisure.org/centres/victory-swim-and-fitness-centre

Admiral Nurse Service , Norwich CCG

https://www.dementiauk.org/norfolk

OOH

Integrated Care 24 Limited

http://www/.ic24.org.uk

GP+

Iceni Federation

http://www.icenihealthcare.co.uk/

EPS

Roys Pharmacy

https://chemistetc.co.uk/chemist-roys-pharmacy-wroxham-ltd-hoveton-34106

Reads Pharmacy

www.numarkpharmacists.co.uk

Coltishall Pharmacy

www.numarkpharmacists.co.uk

Tesco Blue Boar Lane

https://chemistetc.co.uk/chemist-tesco-pharmacy-norwich-33490

Pharmacy2u

https://www.pharmacy2u.co.uk/

Rackheath Pharmacy

https://norwich.cylex-uk.co.uk/company/rackheath-pharmacy-23489504.html

NWOS

www.selecthomedelivery.co.uk/

Fittleworth

www.fittleworth.net/

Boots The Chemist

http://www.boots-uk.com/

Lloyds Chemist

http://www.lloydspharmacy.com/

 

Discharge notices

Bourn Hall

https://www.bournhall.co.uk/

West Suffolk Hospital

http://www.ipswichhospital.nhs.uk/

Norfolk and Norwich Hospital.

http://www.nnuh.nhs.uk/

Addenbrookes Hospital.

https://www.cuh.nhs.uk/addenbrookes-hospital

Royal Papworth Hosptial

www.papworthtrust.org.uk/locations/west-suffolk-disability-resource-centre

Guy's & St Thomas

https://www.guysandstthomas.nhs.uk/Home.aspx

Great Ormond Street

www.gosh.nhs.uk/

James Paget Hospital

http://www.jpaget.nhs.uk/

Queen Elizabeth Hospital, King’s Lynn

http://www.qehkl.nhs.uk/

Spire Healthcare

https://www.spirehealthcare.com/

Julian Hospital

https://www.nhs.uk/Services/hospitals/Overview/DefaultView.aspx?id=2994

Norfolk Community Health & Care

http://www.norfolkcommunityhealthandcare.nhs.uk/

Confidential waste removal

Avena

http://www.avenaconfidential.co.uk/

Patient Texts

TPP (SystmOne) & MJOG Ltd

https://www.tpp-uk.com/ & https://www.mjog.com/

Pathology Courier

ISS/EasternPathology Alliance

https://www.uk.issworld.com/services/healthcare

PCSE Notes

City Sprint

https://www.citysprint.co.uk/

Coroner Reports

Norfolk Coroners

https://www.norfolk.gov.uk/births-ceremonies-and-deaths/deaths/the-coroner

Commissioner Reports

North Norfolk CCG

https://www.whttp://www.northnorfolkccg.nhs.uk/

Provision of IT Systems and Support

Arden and GEM

http://www.ardengemcsu.nhs.uk/

Provision of clinical system

TPP (SystmOne)

https://www.tpp-uk.com/

Payroll

Iris Software Group

https://www.iris.co.uk/about-iris/

Infectious Diseases

Anglia Health Protection Team

https://www.gov.uk/guidance/contacts-phe-health-protection-teams

 

 



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