Noticeboard

COVID - Telephone contact - Due to the reduced access to practice sites telephone contacts have increased and we are experiencing periods of high volumes of calls. Staff are monitoring waiting times for calls throughout the day and reporting issues where there are excessive wait times and we continuing to work to reduce waiting where possible. Apologies if you have been affected by long waits and thank you for your patience.

 

Information Sharing

COVID19 Privacy Notice

COVID-19 Privacy Notice
(This Privacy Notice is to run alongside our standard Practice Privacy Notice)
Due to the unprecedented challenges that the NHS and we, Sherwood Medical Partnership face due to the worldwide COVID-19 pandemic, there is a greater need for public bodies to require additional collection and sharing of personal data to protect against serious threats to public health. In order to look after your healthcare needs in the most efficient way we, Sherwood Medical Partnership may therefore need to share your personal information, including medical records, with staff from other GP Practices including Practices within our Primary Care Network, as well as other health organisations (i.e. Clinical Commissioning Groups, Commissioning Support Units, Local authorities etc.) and bodies engaged in disease surveillance for the purposes of research, protecting public health, providing healthcare services to the public and monitoring and managing the Covid-19 outbreak and incidents of exposure.
The Secretary of State has served notice under Regulation 3(4) of the Health Service (Control of Patient Information) Regulations 2002 (COPI) to require organisations to process confidential patient information in the manner set out below for purposes set out in Regulation 3(1) of COPI.
Purpose of this Notice
The purpose of this Notice is to require organisations such as Sherwood Medical Partnership to process confidential patient information for the purposes set out in Regulation 3(1) of COPI to support the Secretary of State’s response to Covid-19 (Covid-19 Purpose). “Processing” for these purposes is defined in Regulation 3(2) and includes dissemination of confidential patient information to persons and organisations permitted to process confidential patient information under Regulation 3(3) of COPI. This Notice is necessary to require organisations such as Sherwood Medical Partnership to lawfully and efficiently process confidential patient information as set out in Regulation 3(2) of COPI for purposes defined in regulation 3(1), for the purposes of research, protecting public health, providing healthcare services to the public and monitoring and managing the Covid-19 outbreak and incidents of exposure.
Requirement to Process Confidential Patient Information
The Secretary of State has served notice to recipients under Regulation 3(4) that requires Sherwood Medical Partnership to process confidential patient information, including disseminating to a person or organisation permitted to process confidential patient information under Regulation 3(3) of COPI.
Sherwood Medical Partnership is only required to process such confidential patient information:
 where the confidential patient information to be processed is required for a Covid-19 Purpose and will be processed solely for that Covid-19 Purpose in accordance with Regulation 7 of COPI
 from 20th March 2020 until 31 March 2021.
Covid-19 Privacy Notice v1.3 2020/09/22 Sherwood Medical Partnership
Covid-19 Purpose.
A Covid-19 Purpose includes but is not limited to the following:
 understanding Covid-19 and risks to public health, trends in Covid-19 and such risks,
and controlling and preventing the spread of Covid-19 and such risks
 identifying and understanding information about patients or potential patients with or
at risk of Covid-19, information about incidents of patient exposure to Covid-19 and
the management of patients with or at risk of Covid-19 including: locating, contacting,
screening, flagging and monitoring such patients and collecting information about
and providing services in relation to testing, diagnosis, self-isolation, fitness to work,
treatment, medical and social interventions and recovery from Covid-19
 understanding information about patient access to health services and adult social
care services and the need for wider care of patients and vulnerable groups as a
direct or indirect result of Covid-19 and the availability and capacity of those services
or that care
 monitoring and managing the response to Covid-19 by health and social care bodies
and the Government including providing information to the public about Covid-19 and
its effectiveness and information about capacity, medicines, equipment, supplies,
services and the workforce within the health services and adult social care services
 delivering services to patients, clinicians, the health services and adult social care
services workforce and the public about and in connection with Covid-19, including
the provision of information, fit notes and the provision of health care and adult social
care services
 research and planning in relation to Covid-19.
Recording of processing
A record will be kept by Sherwood Medical Partnership of all data processed under this
Notice.
Sending Public Health Messages
Data protection and electronic communication laws will not stop Sherwood Medical
Partnership from sending public health messages to you, either by phone, text or email as
these messages are not direct marketing.
Digital Consultations
It may also be necessary, where the latest technology allows Sherwood Medical Partnership
to do so, to use your information and health data to facilitate digital consultations and
diagnoses and we will always do this with your security in mind.
Covid-19 Privacy Notice v1.3 2020/09/22 Sherwood Medical Partnership
Research and Pandemic Planning
The Secretary of State has directed NHS Digital to collect, process and analyse data in
connection with COVID-19 to support the Secretary of State’s response to COVID-19 and
support various COVID-19 purposes set out in the COVID-19 Public Health Directions 2020,
17 March 2020 (as amended) (COVID-19 Direction) and below. This enables NHS Digital to
collect data and analyse and link the data for COVID-19 purposes with other data held by
NHS Digital.
The purpose of the data collection is also to respond to the intense demand for General
Practice data to be shared in support of vital planning and research for COVID-19 purposes,
including under the general legal notice issued by the Secretary of State under Regulation
3(4) of the Health Service (Control of Patient Information) Regulations 2002 (COPI).
NHS Digital has therefore been requested by the joint co-chairs of the Joint GP IT
Committee (JGPITC) (the BMA and RCGP) to provide a tactical solution during the period of
the COVID-19 pandemic to meet this demand and to relieve the growing burden and
responsibility on General Practices. On 15 April 2020 the BMA and RCGP therefore gave
their support via JGPITC to NHS Digital’s proposal to use the General Practice Extraction
Service (GPES) to deliver a data collection from General Practices, at scale and pace, as a
tactical solution to support the COVID-19 response in the pandemic emergency period.
It is a requirement of the JGPITC that all requests by organisations to access and use this
data will need to be made via the NHSX SPOC COVID-19 request process, that will triage
and prioritise these requests and refer appropriate requests on to the NHS Digital Data
Access Request Service (DARS). NHS Digital will consult with representatives of the BMA
and the RCGP on all requests for access to the data. An outline of the process for this
agreed with the BMA and the RCGP is published here. Requests by organisations to access
record level data from this collection will also be subject to Independent Group Advising on
the Release of Data (IGARD) consideration. Data applicants will need to demonstrate they
have a lawful basis to access the data for COVID-19 purposes.
Benefits of this sharing
Organisations, including the Government, health and social care organisations and
researchers need access to this vital data for a range of COVID-19 purposes, to help plan,
monitor and manage the national response to the COVID-19 pandemic, which will help save
lives. COVID-19 purposes for which this data may be analysed and used may include:
• understanding COVID-19 and risks to public health, trends in COVID-19 and such
risks, and controlling and preventing the spread of COVID-19 and such risks
• identifying and understanding information about patients or potential patients with, or
at risk of COVID-19, information about incidents of patient exposure to COVID-19
and the management of patients with or at risk of COVID-19 including: locating,
contacting, screening, flagging and monitoring such patients and collecting
information about and providing services in relation to testing, diagnosis, selfisolation,
fitness to work, treatment, medical and social interventions and recovery
from COVID19
• understanding information about patient access to health services and adult social
care services as a direct or indirect result of COVID-19, and the availability and
capacity of those services • monitoring and managing the response to COVID-19 by
health and social care bodies and the Government including providing information to
the public about COVID-19 and its effectiveness and information about capacity,
medicines, equipment, supplies, services and the workforce within the health
services and adult social care services
Covid-19 Privacy Notice v1.3 2020/09/22 Sherwood Medical Partnership
• delivering services to patients, clinicians, the health services and adult social care
services workforce and the public about and in connection with COVID-19, including
the provision of information, fit notes and the provision of health care and adult social
care services; and
• research and planning in relation to COVID-19.
Data may be analysed and linked to other data held by NHS Digital or held by other
organisations to which access to the data is granted for COVID-19 purposes, through the
process described above.
Data will be collected nationally from all GP Practices by NHS Digital every fortnight. All
requests to access this data will be triaged through the NHSX SPOC COVID-19 request
process and assessed and fulfilled by NHS Digital through DARS. This will significantly
reduce the burden on General Practice at a time when demand on resources is high,
enabling General Practice to focus on delivering health care and support to patients. It will
also reduce compliance burden and risk for General Practice associated with sharing data
and complying with the terms of the general legal notice issued under COPI, which applies
to General Practices.
Legal Basis for this collection
NHS Digital has been directed by the Secretary of State under section 254 of the 2012 Act
under the COVID-19 Direction to establish and operate a system for the collection and
analysis of the information specified for this service: GPES Data for Pandemic Planning and
Research (COVID-19). A copy of the COVID-19 Direction is published here:
https://digital.nhs.uk//about-nhs-digital/corporate-information-and-documents/directionsanddata-
provision-notices/secretary-of-state-directions/covid-19-public-health-directions-
2020.
Details of the information to be collected can be found on the NHS Digital website –
Specification of this DPN. Type 1 objections will be upheld in collecting this data from
General Practices and therefore the data for those patients who have registered a Type 1
objection with their GP will not be collected. The Type 1 objection prevents an individual’s
personal identifiable confidential information from being shared outside of their GP Practice
except when it is being used for the purposes of their direct care. The National Data Opt-Out
will not apply to the collection of the data, as this is a collection which is required by law.
This information is required by NHS Digital under section 259(1)(a) of the 2012 Act to
comply with the COVID-19 Direction. In line with section 259(5) of the 2012 Act, all
organisations in England that are within the scope of this Notice, as identified below under
Health and Social Care Bodies within the scope of the collection, must comply with the
requirement and provide information to NHS Digital in the form, manner and for the period
specified in this Notice. This Notice is issued in accordance with the procedure published
as part of NHS Digital’s duty under section 259(8) of the 2012 Act.

Sharing Your GP Record

Caring by sharing – supporting your healthcare at all times

 Many people think their GP Record is available to all healthcare professionals involved in their care; but this is not generally the case.  It is very common that each healthcare professional you see keeps a separate electronic record about you.  This can mean important information may not be communicated between health services as well as it could be.

From time to time it is therefore helpful for us to be able to share information about your health and care requirements with other health organisations that are providing you with direct healthcare.  Across Nottinghamshire we are introducing a local GP Record sharing model which will allow us to make relevant medical information from your GP Record available to other healthcare professionals at the point of need when they are providing care for you.  However you will be asked for consent at the point of contact for your GP information to be viewed by a care professional outside your GP practice.

You will always be asked for your explicit consent before healthcare professional accesses your GP Record.  If you say “No” the care professional will not be able to see your medical information.  However there may be exceptional/emergency situations (e.g. if you were unconscious) where a health professional may access your GP record if deemed in your best interests to provide care.

Examples of organisations that may access your GP health information include Out of Hours Teams, Walk in Centres, Hospitals /A&E Departments and Community Healthcare Teams.

Making your GP record available in this way is designed to ensure that the healthcare professionals looking after you have the most relevant up to date information to enable them to provide you with the most appropriate care.  It may also mean that you won’t have unnecessary tests, have to repeat information or be given drugs that you may be allergic to for example.

If you wish to only make certain parts of your GP record available and not all of it then you can ask for sections of your GP Record to be marked as ‘Private’.  Private information will never be shared unless it is required by law or you give permission.

Please be assured your personal and sensitive health information will be kept confidential and secure at all times and only be used for your direct care purposes.

We would encourage everyone to make their GP Record available in case they need to be seen in an emergency or Out of Hours.  If you have certain health conditions or go to hospital a lot then you should definitely make your record available.

Download the consent form here 


How we use your information

As data controllers, GPs have fair processing responsibilities under the Data Protection Act 1998. This means ensuring that your personal data are handled in ways that are transparent and that you would reasonably expect. The Health and Social Care Act 2012 changes the way that confidential data are processed it is important that you are made aware of these changes, understand that you can object to certain uses, and how to do so.

The health care professionals who provide you with care maintain records about your health and treatment. These records may be electronic, paper, or both and various measures are employed to ensure the security of your records. The information contained in the records is used for your direct care and kept confidential. However, we may be required to disclose your personal information if it is required by law, is justified in the public interest, or you consent for the use for other purposes.

Other reasons why your data may be disclosed are for use for statistical purposes where the information will not be able to identify you, or for research purposes for which your consent will be requested. Under the Health and Social Care Act 2012 the Health and Social Care Information Centre can request personal confidential information from your GP practice without asking for your consent first.

On some occasions it may be necessary to undertake clinical audits of records to ensure that the best possible care has been provided to you or to prevent the spread of infectious disease, wherever possible this will be done in anonymised form.

Your data may also be shared with other healthcare professionals who provide you with care through local integrated care services. Your permission to share your data between the services will be requested, although refusing permission may impact your care. If this is the case your doctor will be able to explain how this could affect your care.

Your GP is encouraged to use a process called Risk Stratification to identify patients who may require additional care due to long term conditions. The information is used to help support patient care and prevent unnecessary hospital admissions.

If you do not want your data used for these purposes you may object by contacting the practice who will explain how you can prevent your data being used in this way.

We are committed to protecting your privacy and will only use data collected lawfully in accordance with the Data Protection Act 1998, Human Rights Act, the Common Law Duty of Confidentiality, and the NHS Codes of Confidentiality and Security. The only staff who have access to your data are those with a legitimate reason to do so, and is controlled by multiple levels of security.

The Data Protection Act 1998 gives you the right to view or access information that the GP Practice holds about you. This is known as ‘the right of subject access’. Under this right you are entitled to have a description of the information, explanation of why it is held, who it could be disclosed to, and you are entitled to a copy of the information. If you would like to make a ‘subject access request’, please contact the practice manager in writing.

If you would like further information about how your information is used by the GP Practice, please contact the practice manager, or view the Fair Processing Notice on the practice notice board or the practice website.

The practice is registered as a data controller under the Data Protection Act 1998 – the registration number is and can be viewed online in the public register at www.ICO.gov.uk

Version 2.0

December 2015

 

To view the full document click here
To view our registration detials click here

 


 

Summary Care Records

A new way of caring for you in an emergency, others can see it if they care for you too – it is your right to choose whether to have or not to have a Summary Care Record.  You may have already received letters asking if you wish to have this created.
 
A Summary Care Record is electronic, meaning that other Healthcare staff involved in directly caring for you are able to see it. They will only see the information they need to do their job and their details will be recorded.

If you decide to have a Summary Care Record it will contain important information about any medicines you are taking, any allergies you suffer from and any bad reactions to medicines you have had.

Giving healthcare staff access to this information can prevent mistakes being made when caring for you in an emergency, when your GP practice is closed or when you are away from home in another part of England.

Your Summary Care Record will also include your name, address, date of birth and your unique NHS number to help identify you correctly.

You may want to add other details about your care to your Summary Care Record.  This will only happen if you ask for the information to be included.  You should discuss your wishes with the healthcare staff treating you.

Summary Care Records for patients at this practice will begin on 29th August 2012, with letters having been sent out from the beginning of the year.  The completed forms for those who have opted out have been returned to the practice and coded appropriately on the computer system.  A Summary Care Record will be created automatically for you unless you have completed an opt-out form.

Children will automatically have a Summary Care Record made for them.  If you do not want your child to have a Summary Care Record you will need to fill out an opt-out form on behalf of your child and return it to your child’s GP practice.  In some circumstances your GP may feel it is in your child’s best interests to have a Summary Care Record.  For example, if your child has a serious allergy that healthcare staff treating your child should know about.

You can change your mind at any time.  Please speak to a receptionist.

If you choose after we have made your Summary Care Record that you do not want it – please speak to a receptionist. 

If you do not want a Summary Care Record an opt-out form is available at reception, or you can download one at www.nhscarerecords.nhs.uk/options.  Once you have completed the opt-out form please return it to reception.

If you require any further information please ask a receptionist.

For more information about Summary Care Records and your choices phone the Summary Care Record Information line on: 0300 123 3020.    



 
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