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Electronic Records and Data Sharing

Privacy Notice

How we use your information

This privacy notice explains why the GP practice collects information about you, and how that information may be used.

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 this GP practice may hold about you may include the following information;

  • Details about you, such as address and next of kin

  • 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 and know you well

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 for clinical audit to monitor the quality of the service provided. Where we do this, we take strict measures to ensure that individual patients cannot be identified.

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 endeavour to gain your consent before releasing the information.

Risk Stratification

Risk stratification tools are increasingly being used in the NHS to help determine a person’s risk of suffering a particular 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 using software managed by the North West London Commissioning Support Unit and is only provided back to your GP or member of your care team in an identifiable form. Risk stratification enables your GP to focus on the 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.

Should you have any concerns about how your information is managed at the surgery please contact the practice manager to discuss how the disclosure of your personal information can be limited.

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 the Data Protection Act 1998 (which is overseen by the Information Commissioner’s Office), Human Rights Act, the Common Law Duty of Confidentiality, and the NHS Codes of Confidentiality and Security. 

Every member of staff who works for an NHS organisation has a legal obligation to keep information about you confidential. Anyone who receives information from an NHS organisation has a legal duty to keep it confidential.

We maintain our duty of confidentiality to you at all times. 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), or where the law requires information to be passed on.

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

  • Specialist Trusts

  • Independent Contractors such as dentists, opticians, pharmacists

  • Private Sector Providers

  • Voluntary Sector Providers

  • Ambulance Trusts

  • Clinical Commissioning Groups

  • Social Care Services

  • Local Authorities

  • Education Services

  • Fire and Rescue Services

  • Police

  • Other ‘data processors’

Access to personal information

You have a right under the Data Protection Act 1998 to access/view what information the surgery holds about you, and to have it amended or removed should it be inaccurate. This is known as ‘the right of subject access’. If we do hold information about you we will:

  • give you a description of it;

  • tell you why we are holding it;

  • tell you who it could be disclosed to; and

  • let you have a copy of the information in an intelligible form.

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 we use your information, or if you do not want us to use your information in this way, please contact the practice manager.

Summary Care Records

Summary Care Records contain details of your key health information – medications, allergies and adverse reactions.  They are accessible to authorised healthcare staff in A&E Departments throughout England and can support better, safer prescribing of medication for patients by providing up-to-date information on your allergies, previous adverse reactions and medications.  Patient care can be supported by healthcare staff having faster access to their medical information and patients may not be required to repeat information to different NHS staff treating them.   You will be asked for your permission before anyone looks at your Summary Care Record except in the case of an emergency where you can’t give permission, e.g., if you are unconscious.  If this happens, the member of staff will make a permanent note on their computer system to say why they have done so.

Your Choice

You can choose to have a Summary Care Record. If you would like one, you don't need to do anything. It will happen automatically. If you don’t want a Summary Care Record, print off the form at the bottom of the page,  fill it in and hand it in at reception.

For further information go to 

Statement of Intent

Over 60% of GP surgeries in England have already implemented this and 64% of patients nationally now have a Summary Care Record. 

We are working with our local IT Projects team to enable Summary Care Records by the end of March 2015.  This will happen some time after (insert date of SystmOne go live).   When we are given the precise date, we will update this page to let you know.

Local eHealth Records

Will allow your GP to access a secure website in order to see what has happened to their  patients at their various appointments at hospitals or other local healthcare settings. Local eHealth Records will enable your GP to directly access the results of hospital investigations and tests. This will mean that practice staff will not need to chase up hospital letters or lab results and will reduce the number of tests which are sometimes repeated simply because the results of the initial investigation/tests were lost or not shared. Only healthcare staff directly involved in your care will be able to look at your Local eHealth Record and will ask your permission before they view it.

We hope that you will feel confident enough not to opt out, as our intention is to improve the quality and efficiency of our patient care. However, please be reassured that if you do decide to opt out, we will respect your decision. If you decide to opt out and later change your mind, then simply write to us to let us know. You can opt out or opt back in at any time. extraction

Information about you and the care you receive is shared, in a secure system, by health care staff to support your treatment and care. NHS England would like to link information from all the different places where you receive care, such as your GP, hospital and community services, to help them provide a full picture. To do this data will soon be extracted from your medical records by the Health & Social Care Information Centre, this is the first use of the new powers under the Health & Social Care Act 2012 from providers into the HSCIC. The intention is to make increased use of clinical information with the aim of improving health care by ensuring that data are made available to NHS Commissioners so that they can design integrated services and to third parties for research purposes.

You have a right to opt out of this extraction process. In order to do this you must let the practice know your wishes in writing or by email so that we can let the Health & Social Care Information Centre (HSCIC) know.

There are two choices:

  • Prevent your data from going to the HSCIC

  • Prevent the HSCIC from passing on your data to external third parties

Please visit more information

If you happy for your medical records to be extracted there is no action to take.

If you wish to opt out please complete this form and email it to or hand it in to reception

Opt out form


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