How we use your medical records/General Data Protection

Important information for patients

The Practice Data controllers are: GP Partners

This practice handles medical records in line with laws on data protection and confidentiality.

We share medical records with those who are involved in providing you with care and treatment.

In some circumstances, we will also share medical records for medical research, for example, to find out more about why people get ill.

We share information when the law requires us to do so, for example, to prevent infectious diseases from spreading or to check the care being provided to you is safe.

You have the right to be given a copy of your medical record (see below)

You have the right to object to your medical records being shared with those who provide you with care.

You have the right to object to your information being used for medical research and to plan health services.

You have the right to have any mistakes corrected and to complain to the Information Commissioner’s Office.

For more information please read our Practice Privacy Statement

Your right to see your health records

A health record is any record of information relating to someone’s physical or mental health that has been made by (or on behalf of) a health professional. This could be anything from the notes made by a GP in your local surgery to the results of an MRI scan or X-rays. Health records are extremely personal and sensitive.

They can be held electronically or as paper files, and are kept by a range of different health professionals both in the NHS and the private sector.

How can I access my records?

This is known as a subject access request. To do so, you will need to make your request in writing (or by email) to Kingsway Surgery (address your letter to the Practice Manager). Alternatively, you can complete the dedicated SAR form available by clicking here  SARs form

We will need your name, address, DOB, and an up-to-date contact telephone number.

You do not have to give a reason for applying for access to your health records. However, to save the NHS time and resources, it would be helpful if you would inform us – if you do not need access to your entire health record – of the periods and parts of your health records that you require, along with details which you may feel have relevance (e.g. consultant name, location, diagnosis).

There is no fee for making an SAR, but if manifestly unfounded or excessive, particularly if it is repetitive, a fee can be charged.

You should receive a reply to your request within 1 calendar month.

You should also be aware that in certain circumstances your right to see some details in your health records may be limited in your own interest or for other reasons (e.g. to protect the privacy of third parties). You also have the right to have the information explained to you where necessary (e.g. medical abbreviations).

Telephone Call Recording

Kingsway Surgery records all telephone calls both in and out of the surgery. This is done for monitoring and training purposes and for the protection of both staff, doctors, and patients. Call recordings are permanently deleted periodically. Call recordings are rarely accessed and only when there is a legitimate reason to do so. Uses can be to see evidence of abuse by patients, to clarify what was said in conversations when a dispute is experienced, or to recall information in order for the practice to carry out its public duties. Most access will be with the patient’s permission and knowledge. Recordings remain the property of the practice.

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