Personal Information and Data Protection

At the Verwood Surgery we take the protection of your personal information very seriously.

In order to provide the right level of care, we are required to hold personal information about you on our computer systems and in paper records to help us to look after your health needs, and your doctor is responsible for their accuracy and safe-keeping. Please help to keep your record up to date by informing us of any changes to your circumstances.

While our commitment to protecting your data has not changed, we have updated our Privacy Policy to explain, in greater detail, the types of information we collect and how we process that information. The updated Privacy Policy also outlines certain individual rights with respect to your personal information.

When you register as a patient with the practice, we ask for personal information so that you can receive appropriate care and treatment. This information is recorded on the computer, and we are registered under the Data Protection Act.

The practice will ensure that patient confidentiality is maintained at all times by all members of the practice team. However, for the effective functioning of a multi-disciplinary team, it is sometimes necessary that medical information about you is shared by members of the team. In addition, other parts of the NHS may have access to your personal information from time to time e.g. If you are receiving hospital treatment, the hospital will require details of your relevant medical history.

Please take a moment to review and familiarise yourself with our updated Privacy Policy

Our Practice is compliant with the national data opt-out policy which means that we have systems and processes in place to comply with the national data opt-out so that your choice can be applied to any confidential patient information we use or share for purposes beyond your individual care.

Confidentiality and Medical Records

Doctors and staff in the practice have access to your medical records to enable them to do their jobs. Reception and administration staff require access to your medical records in order to do their jobs. These members of staff are bound by the same rules of confidentiality as the medical staff. Anyone with access to your record is properly trained in confidentiality issues and is governed by both legal and contractual duty to keep your details private.

All information about you is held securely and appropriate safeguards are in place to prevent accidental loss.

From time to time information may be shared with others involved in your care if it is necessary. In some circumstances we may be required by law to release your details to statutory or other official bodies, for example if a court order is presented, or in the case of public health issues. In other circumstance you may be required to give written consent before information is released – such as for medical reports for insurance, solicitors etc.

To ensure your privacy, we will not disclose information over the telephone or fax unless we are sure that we are talking to you. Information will not be disclosed to family, friends or spouses unless we have prior written consent, and we do not, leave messages with others.

The practice complies with data protection and access to medical records legislation. Identifiable information about you will be shared with others in the following circumstances:

To provide further medical treatment for you e.g. from district nurses and hospital services.
To help you get other services e.g. from the social work department. This requires your consent.
When we have a duty to others e.g. in child protection cases anonymised patient information will also be used at local and national level to help the Health Board and Government plan services e.g. for diabetic care.

If you do not wish anonymous information about you to be used in such a way, please let us know.

You have a right to see your records if you wish. Please ask at reception if you would like further details about our patient information leaflet. An appointment may be required. In some circumstances a fee may be payable.

IT Systems that May Hold Your Personal Information

The following IT systems are in use at the practice:

Referral Management (using NHS numbers in referrals)
Electronic Appointment Booking (the facility to book routine appointments online and, similarly, to cancel appointments
Online booking of repeat prescriptions
Summary Care Record (uploading details of your current medication and allergies to the national “spine” so that these are available for doctors involved in your care elsewhere)
GP to GP transfers (the electronic transfer of records from practice to practice when you re-register
Patient Access to records (the facility to view your medical records online).