Keats House Health Centre,
Bush Fair, Harlow,
Essex, CM18 6LY

Data Protection, Privacy and Confidentiality

General Practice Transparency Notice for GPES Data for Pandemic Planning and Research (COVID-19)

Our practice is supporting vital coronavirus (COVID-19) planning and research by sharing your data with NHS Digital.

Pandemic Planning and Research Information Leaflet.

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Access to Medical Records

You are entitled to access the records the Practice holds on you.

If a Doctor writes a medical report for an outside Agency i.e Insurance Company, you are entitled to view the report before it is sent. Please note there is a time limit. Ask Practice Manager for details.

When a Doctor writes a letter about you, you are entitled to a copy; discuss with the Doctor or Practice Manager.

Please note: the Doctor will not divulge any information the Practice holds on you, to any other Agency, Organisation or Family, without your signed consent. You may discuss arrangements with the Practice Manager.

Accessing Your medical summary online

You can now view your basic medical summary online through Systmonline Online Services. Once registered you will have access to your list of recent medications, any adverse reactions and allergies you may have.

Additional Documents

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Confidentiality Policy

The practice complies with the Data Protection Law.

Confidentiality is a cornerstone of health care and is central to the work of everyone working in general practice. All information about patients is confidential: from the most sensitive diagnosis, to the fact of having visited the surgery or being registered at the Practice.

The duty of confidentiality owed to a person under 16 years of age is as great as the duty owed to any other person..

All patients can expect that their personal information will not be disclosed without their permission except in the most exceptional of circumstances, when somebody is at grave risk of serious harm.

Responsibilities of Practice Staff

All health professionals must follow their professional codes of practice and the law. This means that they must make every effort to protect confidentiality. It also means that no identifiable information about a patient is passed to anyone or any agency without the express permission of that patient, except when this is essential for providing care or is necessary to protect somebody's health, safety or well being.

All health professionals are individually accountable for their own actions. They should also work together as a team to ensure that standards of confidentiality are upheld, and that improper disclosures are avoided.

Additionally, the GP as an employer

Is responsible for ensuring that everybody employed by the Practice understands the need for, and maintains, confidentiality.

Has overall responsibility for ensuring that systems and mechanisms to protect confidentiality are in place.

Has vicarious liability for the actions of those working in the Practice, the health professionals and the non clinical staff.

Standards of confidentiality apply to all health professionals, administrative and ancillary staff, including receptionists, secretaries, practice managers, cleaners and maintenance staff who are bound by contracts of employment to maintain confidentiality, and also to students or others observing practice. They must not reveal, to anybody outside the Practice, personal information they learn in the course of their work, or due to their presence in the surgery, without the patient's consent. Nor will they discuss with colleagues any aspect of a patient's attendance at the surgery in a way that might allow identification of the patient, unless to do so is necessary for that patient's care.

If disclosure is necessary

if a patient or another person is at grave risk of serious harm which disclosure to an appropriate person would prevent, the relevant health professional will counsel the patient about the benefits of disclosure. If the patient refuses to allow disclosure, the health professional can take advice from a professional, regulatory or defence body, in order to decide whether a disclosure without consent is justified to protect the patient or another person.

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How the local NHS uses and protects the information held about you

To help your GP provide you with even better care The Ross Practice, along with others in west Essex, is participating in a scheme that allows your GP health record to be linked with records other health professionals have about you.

GP Health Record Linking Leaflet.

If you wish to opt out of your pseudonymised data being extracted please write to The Practice Manager, Sheila Keller and your records will be coded to avoid any extraction being made.

Those patients who have previously opted out do not need to write in again, your records have already been coded accordingly

How the NHS Uses and Protects Your Health Records

How the local NHS uses and protects the information held about you.

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My Care Record

My Care Record allows health and care professionals working directly with you to access your medical and social care information. This is to improve the care you receive.

Patient information and care records are usually made available through traditional methods such as secure post, fax or email. This can be slow and, at times, unreliable, and possibly prolong diagnosis and treatment.

My Care Record is accessed via secure but different health and care computer systems from different partner organisations. The information is requested from the original system and relayed to the health or care professional treating you.

By making your information available across the health and care system the direct care team including your GP practice, hospital team or community nurse will be able to see the most up to date, accurate information about you.

For example, if you were receiving care at one of the hospitals involved, the doctor treating you would be able to see your GP record on their own computer.

This will lead to:

  • Better coordinated and seamless care
  • Quicker diagnosis and treatment
  • More time to spend on clinical care
  • Less paperwork and less repetition
  • Fewer unnecessary clinical tests
  • More accurate prescriptions
  • Safe and secure decision-making

My Care Record will only be used by professionals involved in your care. Full details on how My Care Record manage your information is available on the My Care Record website as well as more information about where My Care Record is in operation, the organisations taking part and answers to frequently asked questions.

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NHS Summary Care Records

As part of a mandatory, national programme each GP Practice will have to make a summary care record for each patient (unless the patient has already opted out). Please read the information regarding this.

If you wish to opt out download and complete the opt out form and return to the Practice (see below).

Information Website

Summary Care Records on the NHS Digital website.

Information Leaflets and Opt Out Form