Access to Medical Records
The practice often receives requests for copies of a patients medical records. These may be from a patient, their carer/guardian or a legal company they have instructed on their behalf.
The process to request a copy of a patients medical records is;
Ask at reception (or download and print) an access form entitled APPLICATION FOR ACCESS TO MEDICAL RECORDS
Ensure that the form is fully completed, using a separate sheet of paper if necessary, and return it together with some ID if possible.
If you do not already have online access, you will be asked to verify your conta ct details and sent a unique username and password. This will allow you Online Access
Your request will be reviewed by a GP and you will be advised of the decision or given access within 1 calendar month.
If your records are released you will be advised that they are ready to view via your online access account. From here you can print or download as required.
The process is the same if a solicitors and other legal bodies requesting patient records either as instructed by the patient, or by legal order. For more information on this please refer to the practice policy.
If a report is required and needs to be completed on a template provided by the solicitor or other legal body, there may be a charge.
The practice will ensure that accessibility to the services provided is available for every individual both registered and non-registered.
The practice staff will ensure that the needs of each individual patient are met to the best of their ability. All staff will assist patients attending the surgery including collecting them from the waiting area and escorting them to their consultation as appropriate. Patients requiring this will have a major alert message placed on the clinical system record to prompt both clinical and non-clinical staff.
The practice is as dementia friendly as is currently possible.
There are clearly marked and wider disabled parking bays at both surgeries The route from the designated disabled space to the building is obstacle free with dropped curbs.
– Allows guide or other assistance dogs into the premises
– Both surgeries have automatic doors.
– The approach is flat with no steps and dipped curbs.
– The lobby between external and internal automatic doors has clear wheelchair access.
– There is clear signage on the exterior of the building. The reception area is clearly signed.
– There is a lower part of the reception desks for wheelchair access.
– If access is needed to the first floor at Almshouse Surgery we have a lift with large clear areas in front of the doors. There is a phone which goes straight through to a manned service desk.
– The practice provides a range of high-backed winged-chairs with a high seat base to assist elderly or disabled patients in standing or sitting.
– Both surgeries have disabled toilets on the ground floor which fits the criteria for size and grab rails.
– Provides large font Practice leaflets on request
– Can offer communications in alternative formats where necessary such as SMS or email for users requiring electronic communications
– Offers private room facilities for patients who may have communication, reading, or writing difficulties.
– Allows disabled patients to make appointments online, by phone or letter.
– Will respond to these requests using the method most appropriate to the needs of the patient.
– Has a hearing loop on the reception desk and a portable hearing loop is available to be used in any consultation if required.
Care Quality Commission (CQC)
Please click the link below to view the Trinity Medical Centre profile for CQC.
Below is the overall rating based on the last inspection that Trinity Medical Centre received on 8th August 2018.
Children’s Privacy Notice
What is a Privacy Notice?
A privacy notice helps your Doctor’s surgery tell you how it uses information it has about you, like your name, address, date of birth and all of the notes the Doctor or Nurse makes about you in your healthcare record.
Why do we need a Privacy Notice?
Your Doctor’s surgery needs a privacy notice to make sure it meets the legal requirements which are written in a new document called the General Data Protection Regulation (or GDPR for short).
What is the GDPR?
What a great question! The GDPR is a new document that helps your Doctor’s surgery keep the information about you secure. It’s new and will be introduced on the 25th May 2018, making sure that your Doctor, Nurse and any other staff at the Surgery follow the rules and keep your information safe.
How do you know about our Privacy Notice?
At your surgery, we have posters in our waiting room and leaflets to give to children and adults and we also have lots of information about privacy on our website, telling you how we use the information we have about you.
What information do we collect about you?
Don’t worry, we only collect the information we need to help us keep you healthy – such as your name, address, information about your parents or guardians, records of appointments, visits, telephone calls, your health record, treatment and medicines, anything you are allergic to, test results, x-rays and any other information to enable us to care for you.
How do we use your information?
Another great question! Your information is taken to help us provide your care. We might need to share this information with other medical teams, such as Hospitals, if you need to be seen by a special doctor or sent for an x-ray.
Your Doctor’s surgery may be asked to help with exciting medical research, but don’t worry, we will always ask you, or your parents or adults with parental responsibility, if it’s okay to share your information.
If you have a long-term medical problem then we know it is important to make sure your information is shared with other healthcare workers to help them help you, making sure you get the right care when you need it.
How do we keep your information private?
Well, your Doctor’s surgery knows that it is very important to protect the information we have about you. We make sure we follow the rules that are written in the GDPR and other important rule books.
What if I’ve got a long-term medical problem?
If you have a long-term medical problem then we know it is important to make sure you information is shared with other healthcare workers to help them help you. This helps in making sure you get the care you need when you need it!
Don’t want to share?
All of our patients, no matter what their age, can say that they don’t want to share their information. You can get more information from a member of staff at the surgery, who can also explain what this means to you.
How do I access my medical records?
Remember we told you about the GDPR? Well, if you want to see what is written about you, you have a right to access the information we hold about you, but you will need to complete a Subject Access Request (SAR).
What do I do if I have a question?
If you have any questions, ask a member of the Surgery team or your parents or adults with parental responsibility can ask on your behalf. You can also :
– Contact the Practice Manager via email at [email protected] or write to the Practice Manager at Trinity Medical Centre, Thornhill Street, , Wakefield, WF1 1PG.
– Ask to speak to the Practice Manager
The Data Protection Officer (DPO) for Trinity Medical Centre is yet to be appointed.
What to do if you’re not happy about how we manage your information?
We really want to make sure you’re happy, but we understand that sometimes things can go wrong. If you, your parent or guardian are unhappy with any part of our data processing methods, you can complain. For more information, visit www.ico.org.uk and select ‘raising a concern’
We always make sure the information is up to date. Any updates will be published on our website and surgery leaflets.
We always try to give the best possible service. However, if you have a complaint about the service you have received from the doctors or any of the staff working in this practice, please let us know. We operate a practice based complaints procedure as part of the NHS system for dealing with patient complaints.
How to Complain
We hope that most problems can be sorted out easily and quickly, preferably at the time they arise and with the person concerned.
If you cannot resolve this problem or if any of our staff feel that a patient is unhappy, you may be contacted by Reception Manager to discuss this further. We will try and resolve any problems quickly and are happy to speak to any patients who are unhappy with any aspects of the service we provide.
If your problem cannot be resolved in this way, and you wish to make a formal complaint, we would like you to let us know as soon as possible.
If this is not possible please let us have details of your complaint within 12 months of the date of the event that caused the problem or within 12 months of the matter first coming to you attention
We would ask in the first instance that a complaint is made in writing to;
Kim Holloway – Practice Manager
Trinity Medical Centre
Alternatively, you may ask for an appointment with the Practice Manager in order to discuss your concerns. (Please note that this may be a telephone call or video call due to Covid-19 guidance and restrictions)
The Manager will explain the complaints procedure to you and will make sure that your concerns are dealt with promptly. It will be a great help if you are as specific as possible about your complaint.
What Happens Next?
We will acknowledge your complaints within Three working days and aim to provide a more detailed response within a timescale we will agree with you. We shall then be in a position to offer you an explanation or a meeting with the people involved.
When we look into your complaint we aim to:
– Find out what happened and what went wrong
– Make it possible for you to discuss the problem with those concerned, if you would like this
– Make sure you receive an apology, where this is appropriate
– Identify what we can do to make sure the problem does not happen again
Complaining on behalf of someone else
Please note that we keep strictly to the rules of patient confidentiality. If you are complaining on behalf of someone else we have to know that you have their permission. A written letter of authorization from that person will be needed—unless they are incapable of providing this. We can provide you with patient consent forms for completion. One will be provided with your complaints leaflet.
Complaining to the Clinical Commissioning Group
We hope that if you have a problem you will use our practice complaints procedure. We believe this will give us the best opportunity to put right whatever has gone wrong and to improve our practice.
However, this does not affect your right to approach the Clinical Commissioning Group if you feel you cannot raise your complaint with us directly.
You can write to:
White Rose House
You can also contact NHS England or the Independent Complaints Advocacy Service.
NHS England complaints
How to contact NHS England complaints
Telephone: 0300 311 22 33
Email: [email protected]
PO Box 16738
Complaints – what you need to provide
Provide as much information as possible to allow NHS England to investigate your complaint. Include some or all of the following:
- your name and a valid email or home address for reply
- a phone number in case we need to contact you for additional information
- a clear description of what you want to complain about and when this happened
- the name of the service you want to complain about
- any relevant correspondence
Opening hours : 8am to 6pm Monday to Friday, except Wednesdays when they open at the later time of 9.30am. They are closed on bank holidays.
If you would like to take further advice regarding the complaint handling process, please contact the Health watch
Wakefield Clinical Commissioning Group unity House,
Tel 01924 787379 or Email: [email protected]
Independent Complaints Advocacy Service
0845 120 3734
UK Ombudsman Services
The Parliamentary and Health Service Ombudsman website contains detailed information on raising a complaint about any aspect of the NHS in England.
The contact address for Ombudsman is:
Conflict of Interests Policy
All partners at Trinity Medical Centre have Partnership Shares in Novus Health.
The practice would like to reassure patients that although this is a financial interest, this has no bearing on what services are available to our patients. Novus Health must go through a strict tendering process by either the CCG or the wider federation before any services in the area can be approved. Only following this, will their services be available to patients.
If a GP feels the need to refer patients to an external provider for any reason, the GP will make a referral to the CCG’s Referral Management Team. Each patient will then be given a choice of locations and providers by this Referral Management Team who manage all referrals. GP’s with financial interest in Novus Health will receive no direct financial gain based on the amount of referrals made to Novus Health.
We are constantly keeping our records up to date so would like to ask a few questions about your health records.
Patients have the option to share their health records and information with other services that are providing them care. You also have the option to allow services to share this information with us. All the information recorded by other health care professionals forms an important part of your record and it is useful for all healthcare professionals involved in your care to be able to see everything so that they can provide the most appropriate care.
This is known as Sharing In and Sharing Out. Consent must be given at each organisation that treats you and you can change your preference at any time.
Your health record becomes a “pool” of information and you can choose who can add into the “pool” and who can see information from it.
This image helps explain how your information could be shared or not shared.
In this example;
Your GP and the District Nurse can see all the information on your shared record and all the information recorded by your GP and the District Nurse is added to the shared record.
The Smoking Clinic, however, can see the information from your shared record but the information recorded by the Smoking Clinic will not be added to your shared record so will not be seen by anyone else.
If we do not have this information recorded already for a patient, people working at our practice will see a pop up box asking for a patients consent to share. This is the information we must complete:
Sharing Out means that information recorded at our practice will be shared with other healthcare providers that you see BUT ONLY if you agree to allow the other healthcare provider to share in.
Sharing In means that we can see information recorded at other healthcare providers BUT ONLY if you agree to those healthcare providers to share out from their organisation.
We cannot override consent so we must ensure that sharing options are up to date all the time.
Data Sharing: National Data Opt-Out Programme
The national data opt-out is a new service that allows people to opt out of their confidential patient information being used for research and planning.
You may have heard about this programme in the news or you may have received a letter asking you to make your choice.
The national data opt-out is introduced on 25 May 2018, providing a facility for individuals to opt-out from the use of their data for research or planning purposes. This is provided in line with the recommendations of the National Data Guardian in her Review of Data Security, Consent and Opt-Outs. The service will initially be in beta, while we ensure the service design is optimal.
To find out more information about the National Data Opt Out programme and to make your choice please follow the link below to the NHS Choices website:
PLEASE NOTE: You will need your NHS Number to be able to make your choice. This can be found on any of your prescriptions, letters from a hospital, or by logging into SystmOnline
Alternatively you can call the surgery on 01924 784101 and request your NHS number over the phone.
Trinity Medical Centre are proud members of the Trinity Health Group Federation.
This federation was officially formed in 2015. The practices involved were previously linked as “Network 5” under the re-structuring of the old PCT into Wakefield CCG.
The practices that make up the federation are;
– Trinity Medical Centre
– Warrengate Medical Centre
– Maybush Medical Centre
– Crofton & Sharlston Medical Practice
For more information on the Trinity Health Group Federation please visit the federations’ website;
We are always interested in hearing feedback from our patients and providers, good or bad. Below are the ways you can provide feedback or, if you feel it necessary, make a complaint.
All our feedback is collated and reviewed on a regular basis with our Patient Reference Group.
Friends & Family Test
If you have had a recent interaction with the surgery please rate us on how likely you would be to recommend us to your friends and family. You can also leave comments on your recent experiences. You can find these short surveys either in surgery OR complete one online.
NHS Choices is the main directory of all NHS services available in the UK.
Our surgery information can be found on the NHS choices and you can also leave a review.
in 2015 our surgery joined the world of Facebook. Here we post information about the surgery as well as upcoming events and services available. We have found it is a great way to keep our patients up to date.
Patients can leave reviews on our Facebook page HERE
Comments & Suggestions
Both surgeries have post boxes on the waiting room walls where patients can complete a Comments & Suggestion slip and post it anonymously. These slips are collected by our staff and discussed at the PPG meetings.
Patient Participation Group
The Patient Participation Group meet regularly with Practice staff to voice their opinions and contribute to the future developments within the practice.
We are always happy to hear from our patients. Please contact us if you have any positive or negative feedback. We cannot always respond to each patient but we will collate all the feedback and it will be dealt with appropriately in-house. There is a contact form on our Contacts Page
If you have a complaint and would like a response from the practice please put it in writing to the Practice Manager. Please post your complaint to;
Trinity Medical Centre, Thornhill Street, Wakefield WF1 1PG
Missed Appointment Policy
A Non Attendance (DNA – Did Not Attend) is when the patient does not attend an appointment at the practice.
It is practice policy to remove a patient from the practice list if they have failed to attend appointments on numerous occasions. The amount of missed appointments before the warning process will be initiated is;
– 3 consecutive missed appointments OR
– 3 missed appointments within a 12 month period
When the above criteria has been met, the patient will be sent a warning letter to advise them that a further missed appointment will result in the patient being considered for removal from the practice list.
After a further missed appointment within a 12 month period, a GP Partner will be made aware that the patient is being considered for removal. If there are no medical reasons for the missed appointments and the GP sees fit, the patient will be sent a letter advising them to find a new practice within 30 days.
The practice will write to NHS England and ask them to initiate the removal process and including the letters that the practice has sent to the patient. NHS England will automatically deduct the patient after 7 days.
If a patient that falls under the above criteria for 3 missed appointments and is on the Learning Disability Register or the Mental Health Register, they will still be sent a gentle warning letter. If there are any further missed appointments the Mental Health Lead Nurse or GP will be made aware and will contact the patient or their support worker/carer in the first instance to determine if any additional support is needed.
Patients will not be able to re-register a patient for 12 months following the date they were removed for non-attendance.
If you know you are going to miss your appointment but its not too late, we now have an updated automated phone service by introducing an appointment cancellation option when you press 1. Please call us and leave your name, date of birth and contact telephone number along with the details of the appointment you wish to cancel.
Other Practice Policies
As a practice we have a comprehensive collection of policies and procedures. Below we have listed the policies and information that we feel is most important to our patients.
(We will be updating this list as our policies are updated to Trinity Medical Centre)
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 [Practice Name].
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
How we use your information and the law
Trinity Medical Centre will be what’s known as the ‘Controller’ of the personal data you provide to us.
We collect basic personal data about you which does not include any special types of information or location-based information. This does however include name, address, contact details such as email and mobile number etc.
We will also collect sensitive confidential data known as “special category personal data”, in the form of health information, religious belief (if required in a healthcare setting) ethnicity, and sex during the services we provide to you and or linked to your healthcare through other health providers or third parties.
Why do we need your information?
The health care professionals who provide you with care maintain records about your health and any treatment or care you have received previously (e.g. NHS Trust, GP Surgery, Walk-in clinic, etc.). These records help to provide you with the best possible healthcare.
NHS health records may be electronic, on paper or a mixture of both, and we use a combination of working practices and technology to ensure that your information is kept confidential and secure. Records which the Practice hold about you may include the following information;
- Details about you, such as your address, carer, legal representative, emergency contact details
- Any contact the surgery has had with you, such as appointments, clinic visits, emergency appointments, etc.
- Notes and reports about your health
- Details about your treatment and care
- Results of investigations such as laboratory tests, x-rays etc
- Relevant information from other health professionals, relatives or those who care for you
To ensure you receive the best possible care, your records are used to facilitate the care you receive. Information held about you may be used to help protect the health of the public and to help us manage the NHS. Information may be used within the GP practice for clinical audit to monitor the quality of the service provided.
How do we lawfully use your data?
We need to know your personal, sensitive and confidential data in order to provide you with Healthcare services as a General Practice, under the General Data Protection Regulation we will be lawfully using your information in accordance with: –
Article 6, e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;”
Article 9, (h) processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems
This Privacy Notice applies to the personal data of our patients and the data you have given us about your carers/family members.
Risk stratification data tools are increasingly being used in the NHS to help determine a person’s risk of suffering a condition, preventing an unplanned or (re)admission and identifying a need for preventive intervention. Information about you is collected from a number of sources including NHS Trusts and from this GP Practice. A risk score is then arrived at through an analysis of your de-identified information is only provided back to your GP as data controller in an identifiable form. Risk stratification enables your GP to focus on preventing ill health and not just the treatment of sickness. If necessary, your GP may be able to offer you additional services. Please note that you have the right to opt out of your data being used in this way.
The Practice may conduct Medicines Management Reviews of medications prescribed to its patients. This service performs a review of prescribed medications to ensure patients receive the most appropriate, up to date and cost-effective treatments.
The Practice is dedicated to ensuring that the principles and duties of safeguarding adults and children are holistically, consistently and conscientiously applied with the wellbeing of all, at the heart of what we do.
Our legal basis for processing For the General Data Protection Regulation (GDPR) purposes is: –
Article 6(1)(e) ‘…exercise of official authority…’.
For the processing of special categories data, the basis is: –
Article 9(2)(b) – ‘processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law…’
Categories of personal data
The data collected by Practice staff in the event of a safeguarding situation will be as much personal information as is necessary or possible to obtain in order to handle the situation. In addition to some basic demographic and contact details, we will also process details of what the safeguarding concern is. This is likely to be special category information (such as health information).
Sources of the data
The Practice will either receive or collect information when someone contacts the organisation with safeguarding concerns or we believe there may be safeguarding concerns and make enquiries to relevant providers.
Recipients of personal data
The information is used by the Practice when handling a safeguarding incident or concern. We may share information accordingly to ensure duty of care and investigation as required with other partners such as local authorities, the police or healthcare professionals (i.e. their GP or mental health team).
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
- Health and Social Care Act 2012
- NHS Codes of Confidentiality, Information Security and Records Management
- Information: To Share or Not to Share Review
Every member of staff who works for an NHS organisation has a legal obligation to keep information about you confidential.
We will only ever use or pass on information about you if others involved in your care 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 and / or in accordance with the information sharing principle following Dame Fiona Caldicott’s information sharing review (Information to share or not to share) where “The duty to share information can be as important as the duty to protect patient confidentiality.” This means that health and social care professionals should have the confidence to share information in the best interests of their patients within the framework set out by the Caldicott principles.
Our practice policy is to respect the privacy of our patients, their families and 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 patients 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 [Practice Name] 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.
Some of this information will be held centrally and used for statistical purposes. Where we do this, we take strict measures to ensure that individual patients cannot be identified. Sometimes your information may be requested to be used for research purposes – the surgery will always gain your consent before releasing the information for this purpose in an identifiable format. In some circumstances you can Opt-out of the surgery sharing any of your information for research purposes.
With your consent we would also like to use your information to
We would however like to use your name, contact details and email address to inform you of services that may benefit you, with your consent only. There may be occasions were authorised research facilities would like you to take part on innovations, research, improving services or identifying trends.
At any stage where we would like to use your data for anything other than the specified purposes and where there is no lawful requirement for us to share or process your data, we will ensure that you have the ability to consent and opt out prior to any data processing taking place.
This information is not shared with third parties or used for any marketing and you can unsubscribe at any time via phone, email or by informing the practice DPO as below.
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 Trusts / Foundation Trusts
- NHS Commissioning Support Units
- Independent Contractors such as dentists, opticians, pharmacists
- Private Sector Providers
- Voluntary Sector Providers
- Ambulance Trusts
- Clinical Commissioning Groups
- Social Care Services
- NHS England (NHSE) and NHS Digital (NHSD)
- Multi Agency Safeguarding Hub (MASH)
- Local Authorities
- Education Services
- Fire and Rescue Services
- Police & Judicial Services
- Voluntary Sector Providers
- Private Sector Providers
- 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 to happen when this is required.
Computer System This practice operates a Clinical Computer System on which NHS Staff record information securely. This information can then be shared with other clinicians so that everyone caring for you is fully informed about your medical history, including allergies and medication.
To provide around the clock safe care, unless you have asked us not to, we will make information available to trusted organisations. Wherever possible, their staff will ask your consent before your information is viewed.
We consider patient consent as being the key factor in dealing with your health information.
Shared Care Records
To support your care and improve the sharing of relevant information to our partner organisations when they are involved in looking after you, we will share information to other systems. The general principle is that information is passed to these systems unless you request this does not happen, but that system users should ask for your consent before viewing your record.
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 [Practice Name] an appropriate contract (art 24-28) will be established for the processing of your information.
Sharing your information without consent
We will normally ask you for your consent, but there are times when we may be required by law to share your information without your consent, for example:
- where there is a serious risk of harm or abuse to you or other people;
- where a serious crime, such as assault, is being investigated or where it could be prevented;
- notification of new births;
- where we encounter infectious diseases that may endanger the safety of others, such as meningitis or measles (but not HIV/AIDS);
- where a formal court order has been issued;
- where there is a legal requirement, for example if you had committed a Road Traffic Offence.
How long will we store your information?
We are required under UK law to keep your information and data for the full retention periods as specified by the NHS Records management code of practice for health and social care and national archives requirements.
More information on records retention can be found online at (https://digital.nhs.uk/article/1202/Records-Management-Code-of-Practice-for-Health-and-Social-Care-2016)
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. We will help with this with a GP to GP data transfer and transfer of your hard copy notes.
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 to the Practice – for information from the hospital you should write direct to them
- There is no charge to have a copy of the information held about you
- We are required to respond to you within one month
- You will need to give adequate information (for example full name, address, date of birth, NHS number and details of your request) so that your identity can be verified, and your records located information we hold about you at any time.
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 of 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.
Patients are asked to either consent or dissent to the practice using their mobile number to send important patient reminders (appointment confirmations, cancellations and reminders) If we have a patients consent we will also use the patients mobile number to send out important information about the surgery such as closures and other important dates.
Your mobile number will never be shared with anyone outside the practice unless for referral purposes or with your express consent to do so.
Patients are welcome to withdraw their consent at any time by letting the practice know.
Patients are expected to keep their mobile numbers up to date with the practice.
Identifiable or clinical information will never be sent via SMS.
Objections / Complaints
Should you have any concerns about how your information is managed at the GP, 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.
Tel: 01625 545745
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 regarding Data Protection issues should be addressed to him at: –
Email: [email protected]
Postal: PCIG Consulting Limited
7 Westacre Drive
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.
GP Connect Integrated and Urgent Care Service – NHS 111
GP Connect Appointment Management and Clinical Record Access within Integrated Urgent Care Service NHS 111, Yorkshire Ambulance Service
What is it
We have agreed with NHS 111 that when you ring them for medical advice, the NHS 111 Clinicians who speaks with you will be able to see a view of your GP health record, if you give your permission for them to view it at the time of the call. At the end of the call should you require an appointment at our Practice then the NHS 111 call handler or clinician will be able to immediately book you an appointment in the Practice.
Trinity Medical Centre
Having access to your health record will mean the NHS 111 Clinician will have a greater understanding of your medical history and health needs so that they can choose a course of action that is right for you.
This may include booking a GP appointment directly with our Practice, should you require one. This means you won’t have to make another phone call to get your GP appointment and the NHS 111 call handler or clinician will be able to do this on your behalf.
The legal basis for processing your personal information under the General Data Protection Regulation is:
Article 6(1)(e) Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller; and
Article 9(2)(h) Processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of Union or Member State law or a contract with a health professional.
Type of information used
Information that identifies you such as your name, address and date of birth along with your medical history.
Who we will share the information with (recipients)
Your GP health record will only be accessible to view by the NHS 111 Clinician who you speak with.
The NHS 111 Call Handler is able to book you an appointment at the Practice. They will not be able to see your GP health record.
Do we use any processors
How we collect (the source) and use the information
Your GP health record is updated by us every time you attend the Practice to see a member of the clinical team.
How long we will keep the information
The NHS 111 Clinician can only see a view of the GP health record. Your GP health record is kept by us in line with the Records Management Code of Practice for Health and Social Care 2016 retention schedule. This sets out that GP Patient Records should be retained for the life of the patient plus at least ten years after death.
With regards to the data protection law you have the right:
- To be informed about the processing of your information (this notice)
- Of access to the information held about you
- To have the information corrected in the event that it is inaccurate
- To restrict or stop processing
- To object to it being processed or used
- Not to be subject automated decision-taking or profiling
- To be notified of data breaches