Practice Policies & Patient Information
Confidentiality Statement
Waterside Medical Centre takes great care to safeguard personal data provided by its patients and processes such data fairly and lawfully in accordance with the Data Protection Act 1998.
Waterside Medical Centre does not capture and store any personal information about individuals who access this web site, except where you voluntarily choose to give us your personal details via email or an on-line form.
In these latter cases, the personal information you give us is used exclusively by Waterside Medical Centre for providing you with current and future information about our services.
We do not pass any of your personal information to outside organisations and/or individuals, except with your express consent.
All our staff are bound by rules of confidentiality. Occasionally, you may be asked by a receptionist to give an outline of your problem. We ask for personal information so that you can receive appropriate care and treatment as efficiently as possible. The practice will ensure that patient confidentiality is maintained at all times by all members of the practice team.
Freedom of Information
The Freedom of Information (FOI) Act was passed on 30 November 2000. It gives a general right of access to all types of recorded information held by public authorities, with full access granted in January 2005. The Act sets out exemptions to that right and places certain obligations on public authorities.
FOI replaced the Open Government Code of Practice, which has been in operation since 1994.
GDPR
Data Protection Privacy Notice
Introduction:
This privacy notice lets you know what happens to any personal data that you give to us, or any that we may collect from or about you.
This privacy notice applies to personal information processed by or on behalf of the practice.
This Notice explains
- Who we are, how we use your information and our Data Protection Officer
- What kinds of personal information about you do we process?
- What are the legal grounds for our processing of your personal information (including when we share it with others)?
- What should you do if your personal information changes?
- For how long your personal information is retained by us?
- What are your rights under data protection laws?
The General Data Protection Regulation (GDPR) became law on 24th May 2016. This is a single EU-wide regulation on the protection of confidential and sensitive information. It enters into force in the UK on the 25th May 2018, repealing the Data Protection Act (1998).
For the purpose of applicable data protection legislation (including but not limited to the General Data Protection Regulation (Regulation (EU) 2016/679) (the “GDPR”), and the Data Protection Act 2018 (currently in Bill format before Parliament) the practice responsible for your personal data is Woodlands Surgery.
This Notice describes how we collect, use and process your personal data, and how, in doing so, we comply with our legal obligations to you. Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights
This Privacy Policy applies to the personal data of our Employees.
How we use your information and the law.
Woodlands Surgery will be what’s known as the ‘Controller’ of the personal data you provide to us.
Upon commencement of employment with the company you will be asked to supply the following personal information:
Name, address, telephone numbers, email address, date of birth, national insurance number, bank details, emergency contact information and health information.
The information that we ask you to provide to the company is required by the business for the following reasons:
- In order for us to pay your salary
- In order for us to contact you out of hours if required
- To provide you with company information via email and post if required
- To have the ability to contact your emergency contacts if necessary
- To ensure we are able to inform the emergency services if your health is compromised
- To ensure that we can provide any reasonable adjustments as necessary
- To comply with payroll, auto-enrolment and RTI responsibilities.
We ask that you provide ID for copying to comply with our responsibilities as an employer under section 8 of the Asylum and Immigration Act 1996.
Throughout your employment we will collect data and add to your personnel file i.e. appraisal paperwork, communications, absence information and changes to personnel data.
How do we lawfully use your data?
We need to know your personal, sensitive and confidential data in order to Employ you, under the General Data Protection Regulation we will be lawfully using your information in accordance with: –
Article 6, (b) Necessary for performance of/entering into contract with you
Article 9(2) (b) Necessary for controller to fulfil employment rights or obligations in employment.
This Privacy Notice applies to the personal data of our employees and the data you have given us about your carers/family members.
How do we maintain the confidentiality of your records?
We are committed to protecting your privacy and will only use information collected lawfully in accordance with:
- Data Protection Act 2018
- The General Data Protection Regulations 2016
- Human Rights Act 1998
- Common Law Duty of Confidentiality
- NHS Codes of Confidentiality, Information Security and Records Management
We will only ever use or pass on information about you if others who have a genuine need for it. We will not disclose your information to any third party without your permission unless there are exceptional circumstances (i.e. life or death situations), where the law requires information to be passed on.
Our practice policy is to respect the privacy of our staff and to maintain compliance with the General Data Protection Regulations (GDPR) and all UK specific Data Protection Requirements. Our policy is to ensure all personal data related to our staff will be protected.
All employees and sub-contractors engaged by our practice are asked to sign a confidentiality agreement. The practice will, if required, sign a separate confidentiality agreement if the client deems it necessary. If a sub-contractor acts as a data processor for Woodlands Surgery an appropriate contract (art 24-28) will be established for the processing of your information.
In Certain circumstances you may have the right to withdraw your consent to the processing of data. Please contact the Data Protection Officer in writing if you wish to withdraw your consent. If some circumstances we may need to store your data after your consent has been withdrawn to comply with a legislative requirement.
Where do we store your information Electronically?
All the personal data we process is processed by our staff in the UK however for the purposes of IT hosting and maintenance this information may be located on servers within the European Union.
No 3rd parties have access to your personal data unless the law allows them to do so and appropriate safeguards have been put in place. We have a Data Protection regime in place to oversee the effective and secure processing of your personal and or special category (sensitive, confidential) data.
Who are our partner organisations?
We may also have to share your information, subject to strict agreements on how it will be used, with the following organisations;
- NHS Commissioning Support Units
- Clinical Commissioning Groups
- NHS England (NHSE) and NHS Digital (NHSD)
- Local Authorities
- CQC
- Private Sector Providers providing employment services
- Other ‘data processors’ which you will be informed of
You will be informed who your data will be shared with and in some cases asked for consent for this happen when this is required.
We may also use external companies to process personal information, such as for archiving purposes. These companies are bound by contractual agreements to ensure information is kept confidential and secure. All employees and sub-contractors engaged by our practice are asked to sign a confidentiality agreement. If a sub-contractor acts as a data processor for Woodlands Surgery an appropriate contract (art 24-28) will be established for the processing of your information.
How long will we store your information?
We are required under UK tax law to keep your information and data for the full retention periods as specified by the UK Employment legislation.
Employee personnel files will be stored for a period of seven years for the purpose of any legal claims.
How can you access, amend move the personal data that you have given to us?
Even if we already hold your personal data, you still have various rights in relation to it. To get in touch about these, please contact us. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of any applicable laws. Please note that we may keep a record of your communications to help us resolve any issues which you raise.
Right to object: If we are using your data because we deem it necessary for our legitimate interests to do so, and you do not agree, you have the right to object. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases). Generally, we will only disagree with you if certain limited conditions apply.
Right to withdraw consent: Where we have obtained your consent to process your personal data for certain activities (for example for a research project), or consent to market to you, you may withdraw your consent at any time.
Right to erasure: In certain situations (for example, where we have processed your data unlawfully), you have the right to request us to “erase” your personal data. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases) and will only disagree with you if certain limited conditions apply. If we do agree to your request, we will Delete your data but will generally assume that you would prefer us to keep a note of your name on our register of individuals who would prefer not to be contacted. That way, we will minimise the chances of you being contacted in the future where your data are collected in unconnected circumstances. If you would prefer us not to do this, you are free to say so.
Right of data portability: If you wish, you have the right to transfer your data from us to another data controller.
Access to your personal information
Data Subject Access Requests (DSAR): You have a right under the Data Protection legislation to request access to view or to obtain copies of what information the surgery holds about you and to have it amended should it be inaccurate. To request this, you need to do the following:
- Your request should be made in writing to the Practice
- There is no charge to have a copy of the information held about you
- We are required to respond to you within one month
What should you do if your personal information changes?
You should tell us so that we can update our records please contact the Practice Manager as soon as any of your details change, this is especially important for changes or address or contact details (such as your mobile phone number), the practice will from time to time ask you to confirm that the information we currently hold is accurate and up-to-date.
Objections / Complaints
Should you have any concerns about how your information is managed at the Surgeryt, please contact the GP Practice Manager or the Data Protection Officer as above. If you are still unhappy following a review by the GP practice, you have a right to lodge a complaint with a supervisory authority: You have a right to complain to the UK supervisory Authority as below.
Information Commissioner:
Wycliffe house
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 01625 545745
ico.org.uk/
If you are happy for your data to be extracted and used for the purposes described in this privacy notice, then you do not need to do anything. If you have any concerns about how your data is shared, then please contact the Practice Data Protection Officer.
If you would like to know more about your rights in respect of the personal data we hold about you, please contact the Data Protection Officer as below.
Data Protection Officer:
The Practice Data Protection Officer is Paul Couldrey of PCIG Consulting Limited. Any queries in regard to Data Protection issues should be addressed to him at:
Email: Couldrey@me.com
Postal: PCIG Consulting Limited
7 Westacre Drive
Quarry Bank
Dudley
West Midlands
DY5 2EE
Changes:
It is important to point out that we may amend this Privacy Notice from time to time. If you are dissatisfied with any aspect of our Privacy Notice, please contact the Practice Data Protection Officer.
A full version of this policy is also located here.
GP Earning
The average pay for GPs working in Woodlands Surgery in the last financial year (2014-2015) was £57,158 before tax and National Insurance. This is for 1 full time GP, 2 part time GPs.
NHS England require that the net earnings of doctors engages in the Practice is publicised, and the required disclosure is shown above. However, it should be noted that the prescribed method for calculating earnings is potentially misleading because it takes no account of how much time doctors spend working in the Practice, and should not be used to form any judgement about GP earnings, nor to make any comparison with any other Practice.
Our ICB
Coventry and Warwickshire Integrated Care Board
Westgate House,
Market St,
Warwick CV34 4DE
cwicb.contactus@nhs.net
Practice Charter Standards
These are the local standards set within this practice for the benefit of our patients. It is our job to give you treatment and advice. Following discussion with you, you will receive the most appropriate care, given by suitably qualified people. No care or treatment will be given without your informed consent. In the interest of your health it is important for you to understand all the information given to you. Please ask us questions if you are unsure of anything.
We are committed to giving you the best possible service.
Names: People involved in your care will give you their names and ensure that you know how to contact them.
Waiting Time: We run an appointment system in this practice. You will be given a time at which the doctor or nurse hopes to be able to see you.
Access: You will have access to a doctor rapidly in case of emergency. We will arrange a home visit as appropriate for those who are too ill or infirm to be brought to the surgery.
Telephone: We will try to answer the phone promptly and to ensure that there are sufficient staff available to do this. You should be able to speak to a doctor by telephone.
Test Results: If you have undergone tests or x-rays ordered by the practice, we will inform you of the results at your next appointment. If no further appointment needs to be arranged, we will advise you when and how to obtain the results.
Respect: Patients will be treated as individuals and partners in their healthcare, irrespective of their ethnic origin or religious and cultural beliefs.
Information: We will give you full information about the services we offer. Every effort will be made to ensure that you receive the information which directly affects your health and the care being offered.
Health Promotion: The practice will offer patients advice and information on:
• Steps they can take to promote good health and avoid illness.
• Self-help which can be undertaken without reference to a doctor in the case of minor ailments.
Health Records: You have the right to see your health records, subject to limitations in the law. These will be kept confidential at all times.
Your Responsibility To Us
Help us to help you.
Please let us know if you change your name, address or telephone number.
Please do everything you can to keep appointments. Tell us as soon as possible if you cannot. Otherwise, other patients may have to wait longer.
We need help too. Please ask for home visits by the doctor only when the person is too ill to visit the surgery.
Test results take time to reach us, so please do not ring before you have been asked to do so. Enquiries about tests ordered by the hospital should be directed to the hospital, not the practice.
We ask that you treat the doctors and practice staff with courtesy and respect.
Please read our practice booklet. Along with this website it will help you to get the best out of the services we offer. It is important that you understand the information given to you. Please ask us questions if you are unsure of anything.
Remember, you are responsible for your own health and the health of your children. We will give you our professional help and advice. Please act upon it.
Violent Patients
Our practice will not tolerate any violent, abusive or threatening behaviour. If this should happen the patient will be removed from our list and South Warwickshire Primary Care Trust will be notified and will make arrangements for that patient to be seen at another practice.
The Protection And Use of Patient Information
We ask you for information about yourself so that you can receive proper care and treatment. We keep this information, together with details of your care, because it may be needed if we see you again.
We may use some of the information for other reasons, for example, to help us protect the health of the public generally and to see that the NHS runs efficiently, plans for the future, trains its staff, pays its bills and can account for its actions.
Sometimes the law requires us to pass on information, for example, to notify a birth. The NHS Central Register for England and Wales contains basic personal details of all patients registered with a general practitioner. This register does not contain clinical information.
You have the right of access to your health records.
EVERYONE WORKING FOR THE NHS HAS A LEGAL DUTY TO KEEP INFORMATION ABOUT YOU CONFIDENTIAL.
You may be receiving care from other people as well as the NHS. So that we can all work together for your benefit we may need to share some information about you if people have a genuine need for it in your and everyone’s interest.
Whenever we can we shall remove details that identify you. The law strictly controls the sharing of some types of very sensitive personal information.
Anyone who receives information from us is also under a legal duty to keep it confidential.
The Main Reasons For Which Your Information May Be Needed:
Giving you health care and treatment.
Looking after the health of the general public.
Managing and planning the NHS, for example by:
- Making sure that our services can meet patients’ needs in the future.Paying your doctor, nurse, dentist, or other staff, and the hospital which treats you, for the care they provide.
- Auditing accounts.
- Preparing statistics on NHS performance and activity (where steps will be taken to ensure you cannot be identified).
- Investing complaints or legal claims
- Helping staff to review the care they provide to make sure it is of the highest standard.
- Training and educating staff (though you can choose whether or not to be involved personally).
- Research approved by the Local Ethics Committee. (If anything to do with the research would involve you personally, you will be contracted to see if you are willing to take part. We may need to release your name and address to medical researchers to enable them to contact you for this purpose. You will not be identified in any published results without your agreement.)
We are always happy to accept and consider comments and suggestions from our patients.
Complaints Procedure
We offer a practice complaints procedure to deal with any complaints about the services we provide. A copy of the complaints procedure is available on request. Our practice manager will aim to deal with your concerns within two working days. Our aim is always to provide you with the highest possible standard of care and we always endeavour to respond promptly to any areas of concern.
Freedom Of Information – Publication Scheme
The Freedom of Information Act 2000 recognises that members of the public have the right to know how public services are organised and run, how much they cost and how the decisions are made. This information is available on the NHS Warwickshire Trust website.