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James Street Group Practice
 James Street Group Practice

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Patient Information Leaflet:




Confidentiality and your medical records








Drs:   Dr NG McGreevy

          Dr M Rusman

          Dr VCB Jay

          Dr JK Law

          Dr RC White

          Dr C Timothy-Antoine

          Dr E Atkinson






James Street Group Practice

James Street



CA14 2DL

Tel:             01900 62241

Fax:            01900 603385

Website:    www.jamesstreet-workington.nhs.uk




What you need to know:


This leaflet explains why information is collected about you and the ways in which this information is used.


How we keep your record confidential

As data controllers, GPs have fair processing responsibilities under the Data Protection Act 1998.  This means ensuring that your personal confidential data is handled in ways that are safe, transparent and what you would reasonably expect. The practice is registered under the Data Protection Act and our number is Z5516069 and this can be viewed on the public register at www.ico.org.uk.


Everyone working for the NHS has a legal duty to keep information about you 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 third parties without your permission unless there are exceptional circumstances, such as when the health and safety of you or others is at risk or where the law requires it. 


How do we ensure this?

We are committed to protecting your privacy.  All our staff receive appropriate on-going training to ensure they are aware of their personal responsibility and have contractual obligations to uphold confidentiality, enforceable through the disciplinary procedures.  Only a limited number of authorised staff have access to personal information where it is appropriate to their role and is strictly on a need-to-know basis.



What information do we hold?

Your doctor or other healthcare professionals caring for you keep records of your health and any treatment or care you receive from the NHS. Mostly this is held on a computer but also may be in paper form.  The record may include:


  • Basic details such as your name, address, next of kin
  • Contacts we have had with you such as clinic visits
  • Notes and reports about you health and any treatment given
  • Results of investigations such as x-rays, and laboratory tests






How your records are used to help you

Your records are used to guide and administer the care you receive to ensure:


  • Your doctor, nurse or any other healthcare professionals involved in your care have accurate and up to date information to assess your health and decide what care you need.  This includes for example information on your current medication and allergies.
  • Full  information is available should you need to see another doctor, or be referred to a specialist or another party in the NHS
  • There is a good basis for assessing  the type and quality of care you have received
  • Your concerns can be properly investigated if you are unhappy with your treatment




Who might we share your information with?

The principle partner organisations we might need to share your information with are:


NHS Hospital Trusts

Ambulance Services

Social Services

Clinical Commissioning Groups


Anyone who receives information from us is also under a legal obligation to keep it confidential

Protocols are in place with our partner organisations and they have policies and procedures in place to maintain confidentiality.  We will always verify the legitimacy of any request for information about you.


Your right of access to your information

You have a right under the Data Protection Act 1998 to access/view information the practice holds.  This is known as ‘the right of subject access’.  If you would like to make a ‘subject access request’ please contact the Practice Manager in writing clearly stating your reasons for requesting the access.  There is a charge for this.


The Health & Social Care Act 2012

Under the powers of the Health & Social Care Act, the Health and Social Care Information Centre (HSCIC) can request data from GP practices without seeking patient consent. This information is requested to ensure the quality and safety of services across the country.  Any patient can choose to withdraw consent to their data being used in this way.





Further Information


The HSCIC Guide to Confidentiality gives more information on the rules around information sharing:



Please visit the Health & Social Care website for further information about their work and their responsibility for collecting data from across the health and social care system:



The Information Commissioner’s Office is the regulator for the Data Protection Act 1998 and offers independent advice and guidance on the law and the handling of personal data:




Version: 1.0

June 2015

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