Practice Policies

Practice Charter

We have a Practice Charter, which outlines what you should expect from us and what we expect from our patients.

Data Protection

Our staff have a legal duty to keep your personal health information strictly confidential and the Insch Medical Practice takes this responsibility very seriously. The Practice is registered under the Data Protection Act 2018 and we display a short version of our Privacy notice on our waiting room notice board. We also have a hard copy of our Privacy Notice (see below) in the waiting room – to pick up and read. This notice describes what information is held, why it is held and who has access to the information, and your general rights as a patient. If you have any questions on Data Protection or how we manage your medical record please ask to speak to the Practice Manager.

Suggestions and Complaints

The Insch Medical Practice strives to provide the best possible patient care to all our patients and we value your comments in order to help us to improve our service.

If you have a concern, please ask to speak to the Practice Manager.

Details of how to highlight a concern or make a comment are detailed below:

Suggestions and complaints

Zero Tolerance

The practice considers aggressive behaviour to be any personal, abusive, intimidating and/or aggressive comments, cursing and/or swearing, physical contact and/or aggressive or threatening gestures.

The practice will request the removal of any patient from the practice list who is aggressive or abusive towards a doctor, member of staff, other patient, or who damages property.

All instances of actual physical abuse on any doctor or member of staff, by a patient or their relatives will be reported to the police as an assault.

Privacy Policy

The Privacy Notice explains why the GP practice collects information about you and how that information may be used.

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 are used to help to provide you with the best possible healthcare.

NHS health care 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 this GP Practice hold about you may include the following information;

Details about you, such as your name, address, carers, legal representatives and 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.

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.

Risk Stratification

Risk stratification data 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 anonymised information using software managed by our HSCP and 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 op out of your data being used in this way.

Med Management

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.

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 and General Data Protection Regulation 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 new 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 be the Caldicott principles. They should be supported by the policies of their employers, regulators and professional bodies.

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
GP’s
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
Health and Social Care Information Centre (HSCIC)
Local Authorities
Education Services
Fire and Rescue Services
Police and Judicial Services
Voluntary 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 explicit consent for this to happen when this is required.

Access to personal information

You have to right under the Data Protection Act 1998 to request access to view or to obtain copies of what information the surgery holds about you and have it amended should it be inaccurate. In order to request this, you need to do the following:

Your request, be that written or verbal, should be made to the GP Practice – for information from the hospital you should write direct to them
There may be a charge to have a printed 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, CHI number and details of your request) so that your identity can be verified and your records located

Objections / Complaints

Should you have concerns about how your information is managed at the GP, please contact the GP Practice Manager. If you are still unhappy following a review by the GP practice, you can then complain to the Information Commissioners Office (ICO) via their website (www.ico.gov.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.

Change of details

It is important that you tell the person treating you if any of your details such as your name or address have changed or if any of your details such as date of birth is incorrect in order for this to be amended. You have a responsibility to inform us of any changes so our records are accurate and up to date for you.

Notification

The Data Protection Act 1998 requires organisations to register a notification with the Information Commissioner to describe the purpose for which they process personal and sensitive information.

This information is publicly available on the information commissioner’s office website www.ico.org.uk

The practice is registered with the information commissioner’s office (ICO).

Who is the Data Controller?

The Data Controller, responsible for keeping your information secure and confidential is:

Insch Medical Practice.

Who is the Data Protection Officer?

The Data Protecction Officer for NHS Grampian is the Information Governance Manager for NHSG.

Rosehill House, Cornhill Road, Aberdeen, AB25 2ZG. 01224 551943

Complaints

Should you have any concerns about how your information is managed by the Practice please contact the Practice Manager:

Insch Medical Practice

11 Rannes Street

Insch

AB526JJ

or email gram.inschadministrator@nhs.scot

0345 337 6310

If you are still unhappy following a review by the Practice you can then complain to the Information Commissioners Office (ICO). www.org.uk, casework@ico.org.uk, telephone: 0303 123 1113 (local rate) or 01625 545 745

If you require an extension to you initial fit note, Please complete the form below, Please note that Fitnotes cannot be pre-dated and can only be created on or after the start date.

Name(Required)

First Last

Date of birth(Required)

Phone(Required)

Country Phone Number

Email address(Required)

Date previous fitnote expires(Required)

How long do you feel is necessary for you to be off work(Required)

Are you able to work if any of the following changes to work were made?(Required)

Phased return to work

Altered hours

Amended duties

Other alterations to work

None of the above

Change of details - Add the names, date of birth and addresses of everyone in the household that the change applies to.

This field is for validation purposes and should be left unchanged.

Name

First Last

Date of birth

Name

First Last

Date of birth

Name

First Last

Date of birth

Name

First Last

Date of birth

Name

First Last

Date of birth

Name

First Last

Date of birth

Name

First Last

Date of Birth

Previous Address

New Address

New Surname

New Phone number

New Email Address

Signature

Form for patients to consent to allow others access to their medical information

Name of patient(Required)

First Last

Date of birth of patient(Required)

Name of person being granted access(Required)

First Last

Relationship to patient(Required)

Phone(Required)

Country Phone Number

Name of person being granted access

First Last

Relationship to patient

Phone

Country Phone Number

Consent

Results

Full access to my medical records

Consent(Required)

I hereby give my consent for Insch Medical Practice to provide any information from my medical records to the above named person/s

Date(Required)

This form is for patients to request a copy of their medical information. This request can take up to 30 days, all information requested will be emailed to you in a pdf format to the email address given with a protected password. For a hospital letters you will need to go back to the department where you where seen in.

Name(Required)

First Last

Date(Required)

Contact Number(Required)

Country Phone Number

Email address(Required)

Medical Records required

From birth to present

partial medical records - dates below

From(Required)

To(Required)

Details of request

Signature

Relationship to patient if signing on their behalf

Date of submission

MENTAL HEALTH

Mental Health – NHS Inform

Identifying, treating and managing mental health problems and disorders.

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Insch Medical Practice

Practice Policies

Practice Charter

Data Protection

Suggestions and Complaints

Zero Tolerance

Privacy Policy