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Fair Processing Notice

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 is a process that helps your family doctor (GP) help you manage your health. By using selected information from your health records, including from NHS Trusts and your GP practice, a secure NHS computer system will look at recent treatments you have had in hospital or in the surgery and any existing health conditions that you have. This will help your doctor judge if you are likely to need more support and care from time to time. The team at the surgery will use this information to help you get early care and treatment where it is needed.

Risk stratification is used in the NHS to

  • help decide if a patient is at greater risk of suffering a particular condition
  • prevent an emergency admission to hospital
  • identify if a patient needs medical help to prevent a health condition from getting worse.

The information will only be seen by qualified health workers involved in your care. NHS security systems will protect your health information and maintain confidentiality at all times

Laws exist to prevent the unlawful processing of patient data. We will only use data which does not identify individuals. Where it is not possible to use completely anonymous data, non-identifiable information such as your NHS Number will be used instead.

Our Clinical Commissioning Group carries out this work via a contract with the North East London (NHS) Commissioning Support Unit which has been granted a legal basis for processing data in this way and which operates under strict controls to prevent your information from being re-identified.

Should you have any concerns about how your information is managed at the surgery or if you wish to opt out 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.

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 your information

You have the right to see or to be given a copy of personal data held about you. For further information please contact the Surgery.

Security of Information

Information held about you, whether on paper or computerised, is protected from unauthorised access.  Paston Surgery has an IT Security & Information Governance Policy.

Consent for Sharing Information

We will not publish any information that identifies you or routinely disclose any information about you without your express permission.

Paston Surgery has a duty to protect all information. If you have any concerns about where this information is published, or feel you will be put at risk by the disclosure of this information, please contact NHS Norwich CCG at or write to the Corporate Governance Manager, NHS Norwich CCG, City Hall, St Peter’s Street, Norwich NR2 1NH

There may be circumstances where we are bound to share information about you owing to a legal obligation, such as telling authorities about the birth of a child.

Anyone who receives information from us is also under a legal duty to keep this information confidential.

What are my records used for?

The people caring for you use your information (paper or electronic) to provide treatment, to check the quality of your care, to help you make good decisions about your health and to investigate complaints, claims and commissioning purposes. We sometimes use your information to:

  • Check the quality of care we provide to everyone (a clinical audit)
  • Protect the health of the general public
  • Monitor how we spend public money
  • Train healthcare workers
  • Carry out research
  • Help the NHS plan for the future.

From time to time the CCG uses patient data to analyse the health of a population. This is required for the commissioning of health services to our local population, or to help target preventive care to certain patients.

If we use your information for these reasons, we will remove your name and other details which could identify you. If we need the information in a way that identifies you, we will ask you first.

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