Accessible Information Standards
The purpose of the Accessible Information Standards is to make sure that individuals who have a disability, impairment or sensory loss can get information in the most suitable form.
Please inform the practice if you have any communication support needs.
You can use this form to print out and leave at reception.
To ensure we get things right we will record this information alongside the details that we hold for you.
For more information please visit NHS England’s website on accessible information.
All patients’ records on file or computer are completely confidential. The practice complies with the Access to Medical Records Act, the Data Protection Act and the Freedom of Information Act. Access to patient records is limited to health professionals and administration staff who are bound by a code of confidentiality. In order to maintain confidentiality, test results will only be given to the patients themselves or parents of minors.
Information about the practice being a registered provider by the Care Quality Commission
Under the Health and Social Care Act 2008 every registered provider must have a Statement of Purpose that includes the required set of information about our service. The Statement describes:
- The Provider’s aims and objectives in providing the service
- The kinds of service provided
- The health or care needs the service sets out to meet
- The locations where the services are actually provided or provided from
- Details from the provider including their legal status, and any manager, including the ‘address for service’ for all registered persons
You can share your experience of using our services with the Care Quality Commission here.
Data for Pandemic Planning and Research (COVID-19)
How we are supporting vital coronavirus (COVID-19) planning and research by sharing your data with NHS Digital.
General Practice Transparency Notice for GPES Data for Pandemic Planning and Research (COVID-19)
This practice is supporting vital coronavirus (COVID-19) planning and research by sharing your data with NHS Digital.
The health and social care system is facing significant pressures due to the coronavirus (COVID-19) outbreak. Health and care information is essential to deliver care to individuals, to support health, social care and other public services and to protect public health. Information will also be vital in researching, monitoring, tracking and managing the coronavirus outbreak. In the current emergency it has become even more important to share health and care information across relevant organisations. This practice is supporting vital coronavirus planning and research by sharing your data with NHS Digital, the national safe haven for health and social care data in England.
Our legal basis for sharing data with NHS Digital
NHS Digital has been legally directed to collect and analyse patient data from all GP practices in England to support the coronavirus response for the duration of the outbreak. NHS Digital will become the controller under the General Data Protection Regulation 2016 (GDPR) of the personal data collected and analysed jointly with the Secretary of State for Health and Social Care, who has directed NHS Digital to collect and analyse this data under the COVID-19 Public Health Directions 2020 (COVID-19 Direction).
All GP practices in England are legally required to share data with NHS Digital for this purpose under the Health and Social Care Act 2012 (2012 Act). More information about this requirement is contained in the data provision notice issued by NHS Digital to GP practices.
Under GDPR our legal basis for sharing this personal data with NHS Digital is Article 6(1)(c) – legal obligation. Our legal basis for sharing personal data relating to health, is Article 9(2)(g) – substantial public interest, for the purposes of NHS Digital exercising its statutory functions under the COVID-19 Direction.
The type of personal data we are sharing with NHS Digital
The data being shared with NHS Digital will include information about patients who are currently registered with a GP practice or who have a date of death on or after 1 November 2019 whose record contains coded information relevant to coronavirus planning and research. The data contains NHS Number, postcode, address, surname, forename, sex, ethnicity, date of birth and date of death for those patients. It will also include coded health data which is held in your GP record such as details of:
- diagnoses and findings
- medications and other prescribed items
- investigations, tests and results
- treatments and outcomes
- vaccinations and immunisations
How NHS Digital will use and share your data
NHS Digital will analyse the data they collect and securely and lawfully share data with other appropriate organisations, including health and care organisations, bodies engaged in disease surveillance and research organisations for coronavirus response purposes only. These purposes include protecting public health, planning and providing health, social care and public services, identifying coronavirus trends and risks to public health, monitoring and managing the outbreak and carrying out of vital coronavirus research and clinical trials. The British Medical Association, the Royal College of General Practitioners and the National Data Guardian are all supportive of this initiative.
NHS Digital has various legal powers to share data for purposes relating to the coronavirus response. It is also required to share data in certain circumstances set out in the COVID-19 Direction and to share confidential patient information to support the response under a legal notice issued to it by the Secretary of State under the Health Service (Control of Patient Information) Regulations 2002 (COPI Regulations).
Legal notices under the COPI Regulations have also been issued to other health and social care organisations requiring those organisations to process and share confidential patient information to respond to the coronavirus outbreak. Any information used or shared during the outbreak under these legal notices or the COPI Regulations will be limited to the period of the outbreak unless there is another legal basis for organisations to continue to use the information.
Data which is shared by NHS Digital will be subject to robust rules relating to privacy, security and confidentiality and only the minimum amount of data necessary to achieve the coronavirus purpose will be shared. Organisations using your data will also need to have a clear legal basis to do so and will enter into a data sharing agreement with NHS Digital. Information about the data that NHS Digital shares, including who with and for what purpose will be published in the NHS Digital data release register.
For more information about how NHS Digital will use your data please see the NHS Digital Transparency Notice for GP Data for Pandemic Planning and Research (COVID-19).
National Data Opt-Out
The application of the National Data Opt-Out to information shared by NHS Digital will be considered on a case by case basis and may or may not apply depending on the specific purposes for which the data is to be used. This is because during this period of emergency, the National Data Opt-Out will not generally apply where data is used to support the coronavirus outbreak, due to the public interest and legal requirements to share information.
Your rights over your personal data
To read more about the health and care information NHS Digital collects, its legal basis for collecting this information and what choices and rights you have in relation to the processing by NHS Digital of your personal data, see:
All GP Practices are required to declare mean earnings (i.e. average pay) for GPs working to deliver NHS services to patients at each practice.
The average pay for GPs working in the practice of Manor Park Surgery in the last financial year was £48,711
before tax and National Insurance.
This is for 3 full time GPs and 5 part time GPs who worked in the practice for more than six months.
Enhanced Data Sharing Model
Sharing enables a clinician to get a full picture of all elements that affect your treatment.
Data shared with who and why?
Many GP practices in Leeds, the out of hours on-call Doctor service and any other organisation who uses the SystmOne (S1) clinical system.
This means that if we refer you to a service that is already using S1, the person you go and see will have access to your full GP record and visa versa. This allows for safer care and means you have to repeat your storey less often.
What is shared?
All data unless specific items are marked as private.
How is the data shared?
Access is restricted to NHS Smartcard holders in Hospitals, Out of Hours Services, Community Health and GPs.
How is consent given?
Initial implied consent with explicit consent for a share in and out at each organisation.
How do I get more information?
For further detailed information on how the record sharing works in our system please read the TPP patient leaflet.
We are in the process of asking your sharing preferences regarding your full detailed electronic record. We are telling you about this, as you have a choice to make. You can choose to share or not to share your full electronic record with other NHS care services where you are treated and whether we can view records held by those other services.
If you choose to make your record shareable, your clinical details will only viewable by clinical teams who are treating you.
Each clinical team which cares for you now or in the future will ask your permission to view your shared record. You can also ask for part of your record to be made private – not shareable. All record accesses are recorded and auditable. If you choose not to make your records shareable, we will respect your wishes and will do our best to make your care safe and efficient. However, denying the clinical teams caring for you the ability to access important clinical details could compromise your care.
You Have Two Choices:
- Sharing Out – This controls whether your full electronic patient record can be shared with other NHS care services where you are treated.
Let us know if your records should be Shareable or Not Shareable.
- Sharing In – This controls whether you agree for this service to view the information you’ve agreed to share at other NHS care services.
Let us know if we can view your shared record from elsewhere or if you do not want it to be viewable to us.
In the event of an emergency: In certain circumstances, such as if you are unconscious or there is a court order, healthcare staff may look at your record without asking you. If they have to do this, a note will be made on your record. If we share information without your permission, we will make sure that we keep to the Data Protection Act 1998, the NHS confidentiality code of practice and other national guidelines on best practice.
Freedom of information
The freedom of information act is an Act of Parliament of the Parliament of the United Kingdom that creates a public “right of access” to information held by public authorities
This Publication Scheme is a complete guide to the information routinely made available to the public by Manor Park Surgery. It is a description of the information about our Doctors and the Practice, which we make publicly available. It will be reviewed at regular intervals and we will monitor its effectiveness.
How much does it cost?
The publications are all free unless otherwise indicated within each Class. (Where information is provided at a cost the charges are as below).
How is the information made available?
The information within each Class is currently available via this website, in our information folder in reception and can be requested in hard copy from reception (There will be a small charge for photocopies of documents).
Your rights to information
In addition to accessing the information identified in the Publication Scheme, you are entitled to request information about the practice and the partners under the NHS Openness Code 1995.
The Freedom of Information Act 2000 recognises that members of the public have the right to know how public services are organised and run, how much they cost and how the decisions are made.
From January 1st 2005 General Practitioners have been obliged to respond to requests about information that they hold, that is recorded in any format. These rights are subject to some exemptions, which have to be taken into consideration before deciding what information can be released.
Under the Data Protection Act 1998, you are also entitled to access your clinical records or any other personal information held about you and you can contact the practice secretary to do this.
If you have any comments about the operation of the Publication Scheme, or how we have dealt with your request for information from the Scheme, please write to:
The Practice Manager Manor Park Surgery, Bellmount Close, Bramley, LS13 2UP. 0113 239 4416
Classes Of Information
All information at Manor Park Surgery is held, retained and destroyed in accordance with NHS guidelines. Our commitment to publish information excludes any information, which can be legitimately withheld under the exemptions set out in the NHS Openness Code or Freedom of Information Act 2000. Where individual Classes are subject to exemptions, the main reasons are for the protection of commercial interests and personal information under the Data Protection Act 1998. This applies to all Classes within the Publication Scheme. The information on this Scheme is grouped into the following broad categories:
Who We Are
Details of the practice, organisational structures and key personnel can be found in the practice profile in our patient information folder. The practice adheres to the National General Medical Services contract. The contract is with the NHS England.
The practice aims to follow National Institute for Clinical Excellence (NICE) and National Health Service guidelines. Copies of these can be found on the NICE website or the Department of Health website.
The NHS is a very large part of the public sector. It is possible to find out information about practices, Primary Care Trusts and other NHS services in your area by using NHS Choices Website. A full list of local General Practices can also be found there.
The full names of the GPs are listed in the introduction to this scheme, the practice leaflet and practice profile. As can be seen from the profile we employ a practice manager, practice nurses and a full range of administrative staff.
The range of services we provide includes:
- Cervical cytology
- Child health surveillance
- Contraceptive services
- Chronic disease management
- Minor Surgery
- ENT clinic
- Access to district nurse, midwife and health visitor
- Out of hours cover is currently provided by NHS111.
Funding details and charging policies:
- The practice receives money from NHS England according to its contract in exchange for providing services for patients.
- The practice also charges for certain services which are not provided within the NHS.
Regular publications and information for the public
Guidance and information leaflets
If you wish to make a complaint about any aspect of our service you should first contact:
The Practice Manager Manor Park Surgery, Bellmount Close, Bramley, LS13 2UP. 0113 239 4416
Our policies and procedures
Policies and procedures for use within the practice include, but are not restricted to: data protection; prescribing and prescription; and health and safety.
This Publication Scheme
In this class, we will publish any changes we make to this Publication Scheme, the criteria on which our information management policies are made and a referral point for all enquiries regarding information management. We will also publish any proposed changes or additions to publications already available.
Cost of Information
We will charge you only for hard copies or the transfer of media onto external devices. Some information is available free, but for others, there may be a charge. The charges will vary according to how information is made available. Charges are as follows:
- Via the practice intranet – photocopying charges only.
- Leaflets – leaflets on services we offer to the public, health advice leaflets and information regarding complaints/suggestions and Access to data are available free of charge from reception and can be viewed in our patient information folders.
- “Glossy” or other bound paper copies, CD Rom, video or other mediums, are not currently available from the practice.
The charges will be reviewed regularly.
Material available through this Publication Scheme is subject to the copyright of this General Practice unless otherwise indicated. Unless expressly indicated to the contrary, it may be reproduced free of charge in any format or medium provided it is done so accurately in a manner which will not mislead. Where items are re-published or copied to others, you must identify the source and acknowledge copyright status. This permit does not extend to third party material, accessed through the scheme. See HMSO Guidance Notes.
Friends and Family Test
Would you recommend our surgery?
If you visit our surgery you may be asked to give some feedback about whether or not you would recommend us to your family and friends.
There will be two simple questions:
- How likely are you to recommend our GP practice to friends and family if they need similar care or treatment?
You will be asked to choose from 6 options, ranging from ‘extremely likely’ to ‘extremely unlikely’.
- Overall how would you describe your experience of making an appointment?
You will have 5 options to select from, ranging from ‘Very Good’ to ‘Very Poor’.
The test is available at reception. If you are signed up to our free text messaging service you may be asked by text message or we may give you a simple handout in the surgery. Your response is anonymous and you can post replies in the prescription box on reception on your way out.
What Will We Do With The Results?
The information will give us valuable feedback on what you think of the care and treatment you have received. This will help us to improve the experience for patients in the future.
The Friends and Family Test has already been successfully used in hospitals across the country. More information on the Friends and Family Test can be found on NHS Choices.
How you have rated us
Named Accountable GP
This ensures you have a ‘usual’ GP as a point of contact and to assist with continuity of care. You should always try and see your usual GP, especially for ongoing problems, however we understand this is not always possible which is why there are no restrictions on seeing other doctors.
It is possible to change your named GP at any time, please contact reception who will be happy to help.
National Diabetes Audit
This GP practice is taking part in the National Diabetes Audit which is an important national project about diabetes care and treatment in the NHS
This GP practice is taking part in an important national project about diabetes care and treatment in the NHS. The project is called the National Diabetes Audit (NDA).
To take part, your GP practice will share information about your diabetes care and treatment with the NDA. The type of information, and how it is shared, is controlled by law and enforced by strict rules of confidentiality and security.
For further information about how your information is used please see the NDA patient information leaflet. Taking part in the NDA shows that this GP practice is committed to improving care for people with diabetes.
If you do not want your information to be used, please inform the receptionist, your GP or nurse. This will not affect your care.
Non NHS Fees
How much our non-NHS services cost
Why do we sometimes charge fees?
The NHS provides health care free of charge, but there are exceptions.
It is important to understand that GPs are self-employed and offer their services to the NHS and they have to cover their costs eg. staff, buildings, heating, lighting, etc. The NHS covers these costs for NHS work, but for non-NHS work.
The British Medical Association (BMA) suggests fees for non-NHS work which is not covered under a GP’s NHS contract. However, these fees are guidelines only, not recommendations, and a doctor is not obliged to charge the rates suggested.
Why can it take a long time to complete a form?
Time spent completing forms and preparing reports takes the GP away from the medical care of his or her patients. Most GPs have a very heavy NHS workload and this paperwork is done in around the patient care.
When a doctor signs a certificate or completes a report, it is a condition of remaining on the Medical Register that they only sign what they know to be true. In order to complete even the simplest of forms, therefore, the doctor might have to check the patient’s entire medical record. Carelessness or an inaccurate report can have serious consequences for the doctor.
What is the charge?
- Private examinations (HGV/PSV/Pe-emp/Ins etc) £110
- Private sick note £20
- Private holiday script £20
- TWIMC letter (depending on complexity) £20-£50
- BUPA claim form £50
- Sickness / Accident claim form £50
- Fitness to travel / exercise £18
- Offsted report £75
- Bus pass £18
- Holiday cancellation £50
- Convalesence £25
- Driving license £50
- Mouth swabs £90 for 1, £110 for 2
- Standard basic letter £20
- Non EU patient consultation £25
- Non EU patient prescriptions £25
Patient Participation Group
Get involved with the practice to help us improve our service!
What is the patient participation group?
The patient group is open to any registered patient to join, and its purpose is to engage patients and their voices in the future development of the NHS. Do you have ideas for improving services in the practice? Are there services you would like to see available? The group is your opportunity to let us know your view, to change the landscape. The group meets three times per year.
The next meeting will be held on Thursday 10th June 2021 from 18:00 till 19:30.
We always welcome patients to participate. Ask at reception about joining.
Minutes of patient participation group
- PPG Minutes 01 February 2021
- PPG Minutes 27 November 2020
- PPG Minutes 01 August 2020
- PPG Minutes 01 May 2020
- PPG Minutes 14 Feb 2020
- PPG Minutes 21 November 2019
- PPG Minutes 04 July 2019
- PPG Minutes 02 May 2019
- PPG Minutes 07 Nov 2018
- PPG Minutes 31 Jan 2018
- PPG Minutes 27 Jan 2017
- PPG Minutes 17 Nov 2016
Patient involvement plans
Terms of reference
Patient Satisfaction Survey
It is important for us to listen to your views about the service we offer, so the patient reference group run a survey, the results of which help to define some of our annual service improvement projects.
Please see our latest survey:
Privacy Notice (fair processing)
This notice explains how Manor Park Surgery will collect, look after, use or otherwise process your personal data. “Personal data” is information relating to you as a living, identifiable individual.
Who we are and what we do
We are a progressive GP Practice in the centre of Bramley. Our mission is to improve the health and wellbeing of the local population so that they live longer and healthier lives that are full, active and meaningful. To help us achieve this, we offer a wide range of health services for all ages.
The name and contact details of our organisation.
Name: Manor Park Surgery
Address: Bellmount Close, Bramley, LS13 2UP.
The contact details of our data protection officer
Our Data Protection Officer is Louise Whitworth and they can be contacted on: Leedsccg.firstname.lastname@example.org
What we do
As a GP practice we are responsible for your day to day medical care and the purpose of this notice is to inform you of the type of information that we hold about you, how that information is used for your care, our legal basis for using the information, who we share this information with and how we keep it secure and confidential.
It covers information we collect directly from you (that you have either provided to us, or from consultations with staff members), or we collect from other organisations who manage your care (such as hospitals or community services).
We are required by law to maintain records about your health and treatment, or the care you have received within any NHS service.
Our Commitment to Data Privacy and Confidentiality
As a Practice, we are committed to protecting your privacy and will only process data in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018, the Common Law Duty of Confidentiality, professional codes of practice, the Human Rights Act 1998 and other appropriate legislation.
Everyone working for the Practice has a legal and contractual duty to keep information about you confidential. All our staff receive appropriate and ongoing training to ensure that they are aware of their personal responsibilities and their obligations to uphold confidentiality.
Staff are trained to ensure how to recognise and report any incident and the organisation has procedures for investigating, managing and learning lessons from any incidents that occur.
All identifiable information that we hold about you in an electronic format will be held securely and confidentially in secure hosted servers that pass stringent security standards.
Any companies or organisations we use we may use to process your data are also legally and contractually bound to operate under the same security and confidentiality requirements.
All identifiable information we hold about you within paper records is kept securely and confidentially in lockable cabinets with access restricted to appropriately authorised staff.
As an organisation we are required to provide annual evidence of our compliance with all applicable laws, regulations and standards through the Data Security and Protection toolkit.
Your information will not be sent outside of the United Kingdom where the laws do not protect your privacy to the same extent as the law in the UK. We will never sell any information about you.
In addition to our Data Protection Officer, we also have a senior person within the practice who is responsible for protecting the confidentiality of our records and ensuring that any use of your data is fair and appropriate- this person is the Caldicott Guardian. The Caldicott Guardian for the practice is: Dr Russell Gilmore.
The practice is registered with the Information Commissioners Office as a Data Controller- our registration number is: Z7376820 and you can view our registration here https://ico.org.uk/ESDWebPages/Entry/Z7376820.
We will endeavour to maintain our duty of confidentiality to you at all times and will only share data about you if we genuinely believe that it would improve the care you provide for you.
Other than for the purposes of direct care or indirect care (such as healthcare planning), we will only share your information without your permission when we are required to do so under exceptional circumstances (such as a serious risk to yourself and others) or if it is required by law.
The categories of personal data we hold and the sources we obtain them from
- Details about you, such as your name, address, carers, biological gender, gender identity, ethnic origin, date of birth, legal representatives and emergency contact details are collected from you when you register with the practice via the GMS1 form and new patient questionnaire you fill in when your register.
- Information that you provide about your health when you consult with healthcare professionals at the practice, which will be recorded in your notes
- Any contact the surgery has with you, such as appointments, clinic visits, emergency appointments, etc. are recorded on our clinical system
- Notes and reports about your health- your historic notes are transferred to us from your old practice- this can happen electronically and your paper notes are transferred via an organisation called Primary Care Support England
- Results of investigations such as laboratory tests, x-rays, etc. which are sent to the practice electronically from hospitals
- Any consultations you may have had with “extended access” hubs, which the practice is part of.
- We are routinely informed of any A&E visits or outpatient appointments at local hospitals
- We are routinely advised of any contact with out of hours providers or NHS111
- We are hold details of any other relevant information from other health professionals, relatives or those who care for you. All information flows within the practice are routinely mapped as part of our GDPR compliance and compliance with the Data Security and Protection toolkit.
How we use your personal data (the purposes of processing).
As health professionals, we maintain records about you in order to support your care. By registering with the practice, your existing records will be transferred to us from your previous practice so that we can keep them up to date while you are our patient and if you do not have a previous medical record (a new-born child or coming from overseas, for example), we will create a medical record for you.
We take great care to ensure that your information is kept securely, that it is up to date, accurate and used appropriately. All of our staff are trained to understand their legal and professional obligations to protect your information and will only look at your information if they need to.
For provision of direct care:
In the practice, individual staff will only look at what they need in order to carry out such tasks as booking appointments, making referrals, giving health advice or provide you with care.
Primary Care Networks:
All practices in the UK are members of a Primary Care Network (PCN), which is a group of practices who have chosen to work together and with local community, mental health, social care, pharmacy, hospital and voluntary services to provide care to their patients.
PCNs are built on the core of current primary care services and enable greater provision of proactive, personalised, coordinated and more integrated health and social care.
We are members of West Leeds PCN along with a number of other local practices. A full list is available here.
This arrangement means that practices within the same PCN may share data with other practices within the PCN, for the purpose of patient care (such as extended hours appointments and other services), Each practice within the PCN is part of a stringent data sharing agreement that means that all patient data shared is treated with the same obligations of confidentiality and data security.
For commissioning and healthcare planning purposes:
In some cases, for example when looking at population healthcare needs, some of your data may be shared (usually in such a way that you cannot be identified from it). The following organisations may use data in this way to inform policy or make decisions about general provision of healthcare, either locally or nationally.
- Leeds City Council: Public Health, Adult or Child Social Care Services
- Leeds Clinical Commissioning Group (or their approved data processors)
- NHS Digital (Formerly known as (HSCIC)
- The ResearchOne Database (SystmOne practices).
- Other data processors which you will be informed of as appropriate.
In order to comply with its legal obligations we may send data to NHS Digital when directed by the Secretary of State for Health under the Health and Social Care Act 2012.
This practice contributes to national clinical audits and will send the data which are required by NHS Digital when the law allows. This may include demographic data, such as date of birth, and information about your health which is recorded in coded form, for example, the clinical code for diabetes or high blood pressure.
For research purposes:
Research data is usually shared in a way that individual patients are non-identifiable. Occasionally where research requires identifiable information you may be asked for your explicit consent to participate in specific research projects. The surgery will always gain your consent before releasing any information for this purpose, unless the research has been granted a specific exemption from the Confidentiality Advisory Group of the Health Research Authority
Where specific information is asked for, such as under the National Diabetes audit, you will be given the choice to opt of the audit.
For safeguarding purposes, life or death situations or other circumstances when we are required to share information:
We may also disclose your information to others in exceptional circumstances (i.e. life or death situations) or in accordance with Dame Fiona Caldicott’s information sharing review (Information to share or not to share).
For example, your information may be shared in the following circumstances:
- When we have a duty to others e.g. in child protection cases
- Where we are required by law to share certain information such as the birth of a new baby, infectious diseases that may put you or others at risk or where a Court has decided we must.
When you request to see your information or ask us to share it with someone else:
If you ask us to share your data, often with an insurance company, solicitor, employer or similar third party, we will only do so with your explicit consent. Usually the requesting organisation will ask you to confirm your consent, often in writing or electronically. We check that consent before releasing any data and you can choose to see the information before we send it.
The lawful basis for the processing.
We are required to tell you the legal basis that is used for the various ways we process and use your data. In order to process your personal data we must specify a lawful basis and if we process any personal data that is deemed to be “special category” data we must also specify a separate condition for processing special category data.
The following table sets the main ways your personal data may be used and the corresponding legal basis and category of data. Each purpose is covered in more detail within this notice to explain what these mean in more practical terms.
|Purpose of using personal data||Legal basis of processing||Special category of data|
|Provision of direct care and related administrative purposese.g., Consultations, referrals to hospitals or other care providers||GDPR Article 6(1)(e) – the performance of a task carried out in the public interest||GDPR Article 9(2)(h) – medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems.|
|For commissioning and healthcare planning purposese.g., collection of mental health data set via NHS Digital or local
|GDPR Article 6(1)(c) – compliance with a legal obligation||GDPR Article 9(2)(h) – medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems.Special category 9(2)(i) – public interest in the area of public health|
|For planning and running the NHS (other mandatory flow)e.g., CQC powers to require information and records||GDPR Article 6(1)(c) – compliance with a legal obligation (the GP practice)Regulation 6(1)(e) – the performance of a task carried out in the public interest (CQC)||GDPR Article 9(2)(h) – medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems.Special category 9(2)(i) – public interest in the area of public health|
|For planning & running the NHS – national clinical audits||GDPR Article 6(1)(e) – the performance of a task carried out in the public interest||GDPR Article 9(2)(h) – medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems.Special category 9(2)(i) – public interest in the area of public health|
|For research||GDPR Article 6(1)(f) – legitimate interests…except where such interests are overridden by the interest or fundamental rights and freedoms of the data subject.GDPR Article 6(1)(e) – the performance of a task carried out in the public interest
GDPR Article 6(1)(a) – explicit consent
|GDPR Article 9(2)(j) – scientific or historical research purposes or statistical purposes|
|For safeguarding or other legal duties||GDPR Article 6(1)(e) – the performance of a task carried out in the public interestRegulation 6(1)(c) – compliance with a legal obligation||GDPR Article 9(2)(b) – purposes of carrying out the obligations of ..social protection law.|
|When you request us to share your information e.g., subject access requests||GDPR Article 6(1)(a) – explicit consent||GDPR Article 9(1)(a) – explicit consent|
The recipients and categories of recipients of personal data.
We share information about you with other health professionals where they have a genuine need for it to support your care, as follows.
|Recipient of data||Reason or purpose|
|Leeds Care Record||Primary, secondary or emergency care|
|Summary Care Record (SCR)||Secondary or emergency care|
|Leeds Teaching Hospitals Trust||Secondary or emergency care|
|Other national providers of health care who you choose to be referred to, in consultation with your healthcare professional||Secondary or specialist care|
|Leeds & York Partnership Foundation Trust||Mental health & learning disability services|
|Mid-Yorkshire Hospitals Trust||Diabetic eye-screening services|
|Leeds Community Healthcare Trust||District Nursing and other community services|
|NHS National Diabetes Prevention Programme||Information and lifestyle education|
|Local Care Direct||Out of Hours primary care provider|
|Leeds City Council||Social Care services|
|Connect Well/PEP or other similar service||Social prescribing|
|“One You”||Provider of heathy lifestyle services|
|Forward Leeds||Provider of drug & alcohol services|
|Federated GP services and Primary Care Networks||Providers of extended access appointments over the telephone and at local hubs and other services|
From time to time we may offer you referrals to other providers, specific to your own health needs- in these cases we will discuss the referral with you and advise you that we will be sharing your information (generally by referral) with those organisations.
The details of transfers of the personal data to any third countries or international organisations.
As a GP surgery, the only occasions when this would occur would be if you specifically requested this to occur- the practice will never routinely send patient data outside of the UK where the laws do not protect your privacy to the same extent as the law in the UK.
Retention periods for your personal data.
As long as you are registered as a patient with the surgery, your paper records are held at the practice along with your GP electronic record. If you register with a new practice, they will initiate the process to transfer your records. The electronic record is transferred to the new practice across a secure NHS data-sharing network and all practices aim to process such transfers within a maximum of 8 working days. The paper records are then transferred which can take longer. Primary Care Services England also look after the records of any patient not currently registered with a practice and the records of anyone who has died.
Once your records have been forwarded to your new practice (or after your death forwarded to Primary Care Services England), a cached version of your electronic record is retained in the practice and classified as “inactive”. If anyone has a reason to access an inactive record, they are required to formally record that reason and this action is audited regularly to ensure that all access to inactive records is valid and appropriate. We may access this for clinical audit (measuring performance), serious incident reviews, or statutory report completion (e.g., for HM Coroner).
A summary of retention periods for medical records can be found on the BMA website.
The rights available to you in respect of data processing.
Under the GDPR all patients have certain rights in relation to the information which the practice holds about them. Not all of these will rights apply equally, as certain rights are not available depending on situation and the lawful basis used for the processing- for reference these rights may not apply are where the lawful basis we use (as shown in the above table in the section on “lawful bases”) is:
- Processing is necessary for the performance of a task carried out in the exercise of official authority vested in the controller – in these cases the rights of erasure and portability will not apply.
- Legal Obligation – in these cases the rights of erasure, portability, objection, automated decision making and profiling will not apply.
Right to be informed
You have the right to be informed of how your data is being used. The propose of this document is to advise you of this right and how your data is being used by the practice
The right of access
You have the right of access You have the right to ask us for copies of your personal information- this right always applies. There are some exemptions, which means you may not always receive all the information we process.
The right to rectification
You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.
The right to erasure
You have the right to ask us to erase your personal information in certain circumstances- This will not generally apply in the matter of health care data
The right to restrict processing
You have the right to ask us to restrict the processing of your information in certain circumstances– You have to right to limit the way in which your data is processed if you are not happy with the way the data has been managed.
The right to object
You have the right to object to processing if you disagree with the way in which part of your data is processed you can object to this- please bear in mind that this may affect the medical services we are able to offer you
Rights in relation to automated decision making and profiling.
Your rights in relation to automated processing– Sometimes your information may be used to run automated calculations. These can be as simple as calculating your Body Mass Index or ideal weight but they can be more complex and used to calculate your probability of developing certain clinical conditions, and we will discuss these with you if they are a matter of concern.
Typically, the ones used in the practice may include:
Qrisk– a cardiovascular risk assessment tool which uses data from your record such as your age, blood pressure, cholesterol levels etc to calculate the probability of you experiencing a cardiovascular event over the next ten years.
Qdiabetes– a diabetes risk assessment tool which uses your age, blood pressure, ethnicity data etc to calculate the probability of you developing diabetes.
CHADS – an assessment tool which calculates the risk of a stroke occurring for patients with atrial Fibrillation
This is not an exhaustive list- other tools may be used depending on your personal circumstances and health needs, however whenever we use these profiling tools, we assess the outcome on a case-by-case basis. No decisions about individual care are made solely on the outcomes of these tools, they are only used to help us us assess your possible future health and care needs with you and we will discuss these with you.
The right to data portability
Your right to data portability This only applies to information you have given us- you have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under a contract, and the processing is automated, so will only apply in very limited circumstances.
The right to withdraw consent
Because under the provisions of Data Protection Law most of the data processing activities carried out by the practice are not done under the “lawful basis” of consent you cannot withdraw consent as such, however if you are not happy with the way your data is being processed you do have the right to object and the right to ask us to restrict processing.
There is a new national opt-out that allows people to opt out of their confidential patient information being used for certain reasons other than their individual care and treatment. The system offers patients and the public the opportunity to make an informed choice about whether they wish their personally identifiable data to be used just for their individual care and treatment or also used for research and planning purposes. Details of the national patient opt out can be found online.
In the past, you may have already chosen to prevent your identifiable data leaving NHS Digital, known as a Type 2 opt-out. All existing Type 2 opt-outs will be converted to the new national data opt-out and this will be confirmed by a letter to all individuals aged 13 or over with an existing Type 2 objection in place. Once the national data opt-out is launched, it will no longer be possible to change preferences via local GP practices.
The right to lodge a complaint with a supervisory authority.
If you are happy for your information to be used, and where necessary shared, for the purposes described in this notice then you do not need to do anything.
Should you have any concerns about how your information is managed at the practice, please contact us.
If you are still unhappy following a review by the GP practice, you can then complain to the Information Commissioners Office (ICO) via:
- Manor Park is actively contributing to medical research which we believe plays an important role in improving the medicine we practice.
As well being committed to improving the care our own patients receive, we also believe in helping the progress of medicine in general. We have joined the National Institute for Health Research as a ‘research ready practice’ and have been approved by the Royal College of General Practitioners.
By being part of this network we hope to help develop medical research within primary care. This can mean supporting research studies and clinical trials, collecting data and working in partnership with other practices and NHS organisations.
We have participated in several studies already such as the management of pain from cancer, hand osteoarthritis and helicobacter eradication.
What does this mean for patients?
It simply means that occasionally we could ask you if you would be interested in participating in some research, in the same way you might be asked if you go to a local hospital. However, you do not have to take part if you do not want to.
Rights and responsibilities
- All patients registered at the practice have a named, accountable GP responsible for their overall care, but any patient can see any doctor or nurse they choose.
- Patients have the right to say if they would prefer to see a particular doctor or nurse and we will try to arrange this (as long as they are available). We understand that ‘continuity of care’ is important. Seeing the same nurse or doctor for a particular condition can make it easier to get the right diagnosis and plan your treatment/management better.
- Registered patients are invited to have a health check from time to time. We hope you will take up this service.
- We also offer all patients over 40 an NHS Health Check every 5 years. Please contact reception to discuss this.
- Patients have the right to see their own health records, subject to the terms of the Data Protection Act.
- Please arrive on time for your appointment. That way clinics are more likely to run on time.
- Please inform the practice if you can’t make an appointment or if the appointment is no longer necessary, so the slot can be offered to another patient.
- Please try and attend the surgery and do not make a request for a home visit unless absolutely necessary. Home visits are for housebound or seriously ill patients. In the time it takes to conduct 1 home visit we can typically see at least 3 patients at the surgery.
- Please make requests for repeat prescriptions in good time. We suggest at least 72 hours before you need more medication.
- Please co-operate with all practice staff and treat them courteously. They are trying to help you.
Suggestions and Complaints
We welcome suggestions for improvements to our services
We are always seeking to enhance our service and welcome suggestions for the improvement of the practice and the website. Our address is:
Frontline Services Manager, Manor Park Surgery, Bellmount Close, Bramley, LS13 2UP 0113 239 4416
You Can Also Send Feedback Online:
- If you register for online booking you can also make suggestions about the service given by the practice.
Our aim is to provide the highest possible level of care to our patients. We will always be willing to hear if there is any way that you think we can improve.
Making a comment, suggestion or complaint
The Practice Management and Partners will be pleased to deal with any comments, suggestions or complaints about the service you have received at this practice. You can write to us or use this form.
When Should I complain?
We hope that most issues can be sorted out quickly and easily, often when they arise and with the person connected. If your issue cannot be sorted out this way and you wish to make a complaint, we would like you to let us know as soon as possible—this will allow us to establish what happened more easily. Please let us have the details of your complaint; 1) within 6 months of the incident that caused the problem; or 2) within 6 months of discovering you have a problem, provided that is within 12 months of the incident. The time limit can sometimes be extended, so long as its still possible to investigate the complaint.
What we will do
Our complaints procedure is designed to make sure that we settle any complaints as quickly as possible. Therefore we will acknowledge receipt of your complaint within 3 working days, and aim to have looked into your complaint within 25 working days of receipt. We shall then be in a position to offer you an explanation, or a meeting with the people involved.
When we look into your complaint we shall aim to:
- Find out what happened and what went wrong
- Make sure you receive an apology, where appropriate
- Identify what we can do to make sure the problem doesn’t happen again
At the end of the investigation your complaint will be discussed with you in detail in writing.
Complaining on behalf of someone else
Please note that we keep strictly to the rules of medical confidentiality. If you are complaining on behalf of someone else, we have to know that you have their permission to do so. A note signed by the person concerned will be needed, unless they are incapable of providing this.
What you can do next
If you have a problem, we hope that you will use our practice complaints procedure. We believe that this will give us the best chance of putting right whatever has gone wrong and the opportunity to improve our practice. However this does not affect your right to approach the local Clinical Commissioning Group if you feel you cannot raise your complaint with us or you are dissatisfied with the way we are dealing with your complaint. Your local Patient Advise and Liaison Service (PALS)
provide confidential advice and support, helping you to resolve any concerns you may have about the care we provide, guiding you through the different services available from the NHS. You can call them on 0113 2066261.
Please remember: following our formal reply to your complaint, you can discuss with us any matter you feel remains unresolved, or request a face to face meeting. If you have received a final response from Manor Park Practice and remain dissatisfied with the response to your complaint you have the right to raise your complaint with the Parliamentary and Health Service Ombudsman. Telephone 0345 015 4033 website http://www.ombudsman.org.uk/make-a-complaint
Each year we review feedback we have received to help inform our future plans. You can read the headlines from the latest report below:
Summary Care Record
The Summary Care Record is a national electronic record which contains information about your current medication and any allergies or adverse reactions that you may have.
Having this information stored in one place makes it easier for healthcare staff to treat you in an emergency.
Who is my data shared with and why?
The National Care Record Service (NCRS) for sharing important summary clinical data nationwide for emergency direct care purposes. For example, if you were admitted to hospital in a different part of the country this record would enable the doctors to see vital information about your care.
What is shared?
Medication, Allergies, Drug reactions, optionally specific Read coded entries (called rich SCR).
How is the data shared?
Access is restricted to NHS Smartcard holders in Hospitals, Out of Hours Services and GPs.
How is consent given?
Implied consent with patient opt out via Read Code and requirement to explicitly opt in for Rich SCR.
How do I get more information?
SystmOnline Patient Access
If you are registered with us this is how you can view your GP medical records online
Data shared with who and why?
SystmOne online access by patients to your own GP record.
What is shared?
How is the data shared?
Via the internet and mobile phone and tablet apps using username and password provided by the practice.
How is consent given?
You apply for access via the reception desk. The Dr has the option to accept or deny patients request to access record. We only deny access in exceptional circumstances.
Your Medical Record
How we collect information about you and how that information may be used
All the health care professionals that look after you maintain records about your health and any treatment or care that you have previously received. This includes hospitals, GP surgeries, walk-in clinics etc.
NHS health records may be electronic, paper-base or a mixture of both and we will ensure that all your information is kept confidential and secure.
Information which this GP Practice holds about you may include:
- Details about you, such as your address, carer, legal representative, emergency contacts
- Any contact the surgery has had with you in the past, 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
Your records are used to ensure you receive the best possible care. Information held about you may also be used to help protect the health of the public and for a 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 make sure that individual patients cannot be identified. Occasionally your information may also be requested for research purposes. The practice will always ask for your consent before agreeing to do this.
Identifying patients’ health risks
Risk identification tools are increasingly being used in the NHS to help understand a patient’s risk of suffering from a particular condition in the future. As once we know this we can offer preventative 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 NHS England. Risk stratification enables your GP to focus on preventing ill health and offer you additional services to help you not to become ill in the future. Please note that you have the right to opt-out of your data being used in this way.
The Practice may carry out reviews of the medications prescribed to its patients to ensure that all patients are receiving 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 1998
- 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 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 by 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
- 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 & Judicial Services
- 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.
We may also use external companies to process personal information, such as for archiving purposes. These companies are bound by contractual agreements to ensure information is kept confidential and secure.
Access To Personal Information
You have a 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 to have it amended should it be inaccurate. In order to request this, you need to do the following:
- Your request must be made in writing to the GP – for information from the hospital you should write direct to them
- There may be a charge to receive a printed copy of the information
- We are required to respond to you within 40 days
- You will need to give adequate information (for example full name, address, date of birth, NHS number and details of your request) so that your identity can be verified and your records located
Should you have any concerns about how your information is managed, please contact our Practice Manager at “Practice Address here”. If you are still unhappy, following a review by the Practice you can complain to the Information Commissioners Office (ICO) via their website, email: email@example.com, Tel: 0303 123 1113 (local rate) or 01625 545 745.
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 so that we can amend this. You have a responsibility to inform us of any changes so our records are accurate and up to date for you.
The Data Protection Act 1998 requires organisations to register the purposes for which they process personal and sensitive information. This information is publicly available on the Information Commissioner’s website. The practice is registered with the Information Commissioners Office (ICO).
Who is the Data Controller?
The Data Controller, responsible for keeping your information secure and confidential is Dr Gilmore (on behalf of Manor Park Surgery)
Should you have any concerns about how your information is managed by the Practice please contact the Practice Manager at “Practice Address here”. If you are still unhappy following a review by the Practice you can then complain to the Information Commissioners Office (ICO) whose contact details are: website: www.ico.org.uk, email: firstname.lastname@example.org, Tel:0303 123 1113 (local rate) or 01625 545 745.
A zero tolerance policy towards violent, threatening and abusive behaviour is now in place throughout the NHS. The doctors, nurses and staff in this practice have the right to do their work in an environment free from violent, threatening or abusive behaviour and everything will be done to protect that right. At no time will any such behaviour be tolerated in this practice. If you do not respect the rights of our staff we may choose to inform the police and make arrangements for you to be removed from our medical list.