Sharing Your Information

How can be my information be viewed outside of Ireland Wood and Horsforth Medical Practice?

Privacy Notice 2023

Easy Rad Privacy Notice – Please click the link below

5a_Easy_Read_Privacy_Notice

Your health information can be shared both locally and nationally at differing levels of detail.

For direct care locally in Leeds: Leeds Care Record

Patients in Leeds are able to benefit from the sharing of information via the Leeds Care Record. This shares contact details, diagnosis list, medications, allergies, test results, referrals & letters and care plans between health professionals in Leeds. Information is shared by GP practices, the Hospital trusts, Community and Mental Health services, and Social Care.

You have the right to object to your Leeds Care Record being shared by contacting them directly. Details are available via their website.

Download a leaflet on Leeds Care Record. Leeds Care Record Leaflet

This is also available in an Easy Read version. Easy Read Leeds Care Record Leaflet

You can opt in and out of these sharing agreements whenever you choose. Details of these schemes are as follows:

Nationally for direct care: Summary Care Record – sharing your information for your care across the NHS.

Your core Summary Care Record is created when you register at a GP practice (although you should be given the option to opt in/out during your registration). If you do not express a preference, it is currently assumed that your consent is implied.

The Summary Care Record shares only your contact details, medications and allergies with other healthcare professionals involved in your care.

You can also choose to share a Summary Care Record with Additional Information. This shares contact details, medications, allergies, diagnosis list, care plans, end of life care and immunisations with other healthcare professionals. Sensitive data is excluded. A Summary Care Record with Additional Information will only be created for you if you explicitly choose this option. Only the most up to date information is shared for each category (EMISWeb). All current and past information is shared for each category (SystmOne).

Choosing to share a summary care record with additional information is thought to be of great benefit if you are admitted to hospital locally or elsewhere in the UK.

You can opt out of sharing any of your information in a Summary Care Record. If you decide not to share this will not affect your entitlement to care. However, it could result in the delivery of your care being less efficient as other health professionals will not have access to these parts of your medical history.

Further details are available in this leaflet. Summary Care Record – What You Need to Know

This is also available in an Easy Read version. Adding important information to your NHS Summary Care Record

You can change your mind about your Summary Care Record at any time.

To register or change your Summary Care Record preferences, please complete this form and return it to us.

Summary Care Record Consent Summary Care Record Consent Form

Nationally: The national data-out; for purposes beyond direct care.

NHS Digital is developing a new system to support the national data opt-out which will give patients more control over how identifiable health and care information is used for reasons other than your individual care and treatment. The system will offer patients and the public the opportunity to make an informed choice about whether they wish their personally identifiable data to be used for purposes beyond their direct care such as research and planning purposes.

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 in place. Once the national data opt-out is launched, it will no longer be possible to change preferences via local GP practices.

The national data opt-out is due to be launched on 25 May 2018.

More information is available via https://digital.nhs.uk/national-data-opt-out

More information about health and care records in general can be found on the NHS website here: NHS Choices

If you have any queries or concerns about how your information is handled, please do not hesitate to contact our Practice Manager for further information.

How we collect, use, and look after your data

This notice explains how Ireland Wood and Horsforth Medical Practice will collect, look after, use or otherwise process your personal data. “Personal data” is information relating to you as a living, identifiable individual.

HOW IS MY INFORMATION COLLECTED AND LOOKED AFTER?

Who is responsible for my information?

Ireland Wood and Horsforth Medical Practice is the data controller for your information (if you are currently registered with the practice) and is responsible for looking after your record while you are a registered patient. The person with the key responsibility for data protection and security is Dr MA Brown, who is a GP Partner and also our Caldicott Guardian.

The Data Protection Officer for Ireland Wood and Horsforth Medical Practice is yet to be appointed. We will publish the details of our Data Protection Officer as soon as one is appointed.

Any queries or concerns should be raised with the practice first.

Why do we collect information about you?

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. 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.

What information do we hold about you?

• Details about you, such as your name, address, carers, biological gender, gender identity, ethnic origin, date of birth, 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

How is my information stored?

Our practice uses a clinical records programme called Emis Web which is where any electronic information about you will be stored. Any information held in paper records is stored securely at the practice. We use a combination of working practices and technology to ensure that your information is kept confidential and secure.

What is the legal basis that we use to process your information?

We are required to tell you the legal basis that is used for the various ways we process and use your 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.

Legal Basis for Processing

When is my information shared?

We are committed to protecting your privacy and will only use information collected lawfully in accordance with:

• Data Protection legislation
• 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

How long does the practice hold my information?

As long as you are registered as a patient with Ireland Wood and Horsforth Medical Practice, 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 via Primary Care Support England (operated on behalf of NHS England by Capita) which can take longer. Primary Care Support 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 Support 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).

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.

How can I see what information you hold about me?

You have a right under data protection legislation to request to see what information the practice holds about you. You also have the right to ask for inaccuracies to be corrected and in some circumstances you have the right to request that we stop processing your data. Some of these rights are not automatic and we reserve the right to discuss with you why we might not comply with a request from you to exercise them.

If you make a Subject Access Request, we will:

• describe the information we hold about you
• tell you why we are holding that information
• tell you who it might be shared with
• at your request, provide a copy of the information in an easy to read form.

In order to request this, you need to do the following:

• Your request must be made in writing – for information from the hospital you should write direct to them
• We will provide electronic copies (via online access) free of charge.
• We are required to respond to you within 1 month.

You will need to give enough 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.

In some circumstances there may be a charge to have a printed copy of the information held about you. If this is the case, this will be discussed with you before any charge is made.

If you would like to make a Subject Access Request or have any further questions, please contact the surgery.

HOW IS MY INFORMATION USED?

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.

Sometimes your information may be used to run automated calculations. These can be as simple as calculating your Body Mass Index but they can be more complex and used to calculate some risks to your health that we should consider with you. The ones we use in practice include QRisk (cardiovascular risk assessment – usually following an NHS Healthcheck), Qdiabetes (diabetes risk assessment) and eFI (electronic frailty index). 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 but they are used to help us assess and discuss your possible future health and care needs with you.

We share information about you with other health professionals where they have a genuine need for it to support your care, as follows.

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
• Embed Health Consortium (NHS commissioning support unit)
• Leeds Clinical Commissioning Group
• NHS Digital (Formerly known as (HSCIC)
• The “Clinical Practice Research Datalink” (EMISWeb practices) or 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.

Where specific information is asked for, such as under the National Diabetes audit, you have the choice to opt of the audit.

Further details of these audits will be available on this page shortly.

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 (ie 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.

Please see the section Sharing your Information for more details of how your personal data is shared electronically within the NHS locally & nationally and your choices about being included in these sharing agreements.

OBJECTIONS/CONCERNS/COMPLAINTS

If you are happy for your data to be extracted and used 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 Freya Keith, our Deputy 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.org.uk, [email protected], telephone: 0303 123 1113 (local rate) or 01625 545 745

GDPR and My GP Patient Record – FAQs

How do I find out what data you hold on me and who you share it with?

We post our full Privacy Notice (sometimes referred to as a Fair Processing notice) on our website.

In this document you can find detailed information on the data we collect, why we collect it, the people we share data with it and who to make enquiries to about your data.

I have heard that under the GDPR I can ask to see my medical records – is this correct?

It is – but this is not a new right and has in fact been the case since 1998.

When you make an application to view your medical record it is called a Subject Access Request.

Usually patients ask because they want to see a specific piece of information or information relating to a specific appointment or time or illness.

The main way we encourage patients to view medical records in general practice is through signing up to view your medical records online.  Most practices will give you a form to apply for Online Records at any time.

We will normally be able to respond to your Subject Access Request within 30 days unless it is very complex information you are requesting in which case we will let you know of the delay.

There is no charge for requesting access to your health data.

If you ask to see your records you may be asked to fill out a form and will be asked to provide proof of your identify.

Occasionally patients request access to their entire medical record including old data that is only held in paper form.  If this is the case and the record is lengthy we may levy a fee based on the time and cost of providing the copy.

You may also be charged if you put repeated requests in for the same data.

I have heard that I can have my data corrected or ‘rectified’ – is this true?

You have the right to have any factual inaccuracies corrected.

We encourage you to let us know if you have given us some information and it is not correct in your records such as your DOB, address etc.  Ask your health professional about amending your records if you believe they contain a factual error relating to your health information.

There is no obligation to amend professional opinion, however sometimes it is difficult to distinguish between fact and opinion. Where you and the health professional cannot agree on whether the information in question is accurate you can ask that a statement is included to set out that the accuracy of the information is disputed by you.

I have heard under the GDPR I have the right to data portability? Can I take my records with me when I transfer to another practice? 

Data portability allows individuals to obtain and reuse their personal data for their own purposes across different services.

This does not apply to the information in your heath record which is collected under the legal basis of ‘Public Task’.  The right to ‘data portability’ applies to personal data an individual has provided, where the processing is based on the individual’s consent or for the performance of a contract; and when processing is carried out by automated means.

However in the UK if you move from a practice your electronic health record does follow you automatically and securely to your new practice.

I want the practice to stop processing my data – do I have this right?

You have the right to request that your confidential information is not used beyond your own care and treatment and to have your objections considered, and where your wishes cannot be followed, to be told the reasons including the legal basis.

However GPs are obligated under both medico-legal and contractual reasons to maintain accurate records and would be unable to provide safe provision of direct care and processing which is necessary for compliance with a legal obligation if you withdraw processing consent for your care and treatment.

I have heard under new rules I can ask my data to be deleted – is this true?

You have the right to request this however as a practice we cannot ‘delete’ GP health data – legally we are bound to retain health records for the lifetime of a patient and at least 10 years after death.

When you move on to another practice your file is ‘archived’ and restricted at your old practice but we cannot ‘delete’ your health record.

Don’t you need my explicit consent (ie clearly stated) to process my data – why haven’t you asked me for this?

For direct care the lawful basis for processing special category health data is that processing is: ‘necessary… in the exercise of official authority vested in the controller’ (Article 6(1)(e)).12

The special category condition for processing for direct care is that processing is:‘necessary for the purposes of preventative or occupational medicine for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services…’ (Article 9(2)(h)).

Neither of these legal basis rely on consent and it would be misleading/disingenuous to ask for your consent as we would be unable to provide care to you if you refused.

The one occasion when we will seek your explicit consent is when you have given instruction to release any of your medical records to solicitors/insurers.

How we use your information to provide you with healthcare

This practice keeps medical records confidential and complies with the General Data Protection Regulation.

We hold your medical record so that we can provide you with safe care and treatment.

We will also use your information so that this practice can check and review the quality of the care we provide. This helps us to improve our services to you.

• We will share relevant information from your medical record with other health or social care staff or organisations when they provide you with care. For example, when they refer you to a specialist in a hospital. Or your prescription to your chosen pharmacy.
• Healthcare staff working in A&E and out of hours care will also have access to your information. For example, it is important that staff who are treating you in an emergency know if you have any allergic reactions. This will involve the use of your Summary Care Record or locally Leeds Care record.   For more information see our privacy notice on our practice website.
• You have the right to object to information being shared for your own care. Please speak to the practice if you wish to object. You also have the right to have any factual mistakes or errors corrected.

Other important information about how your information is used to provide you with healthcare

Registering for NHS care

• All patients who receive NHS care are registered on a national database.
• This database holds your name, address, date of birth and NHS Number but it does not hold information about the care you receive.
• The database is held by NHS Digital a national organisation which has legal responsibilities to collect NHS data.

Identifying patients who might be at risk of certain diseases

• Your medical records will be searched by a computer programme so that we can identify patients who might be at high risk from certain diseases such as heart disease or unplanned admissions to hospital.
• This means we can offer patients additional care or support as early as possible.
• This process will involve linking information from your GP record with information from other health or social care services you have used.
• Information which identifies you will only be seen by this practice.

Safeguarding

• Sometimes we need to share information so that other people, including healthcare staff, children or others with safeguarding needs, are protected from risk of harm.
• These circumstances are rare.
• We do not need your consent or agreement to do this.

How your information is used for medical research and to measure the quality of care

Medical research

We share information from medical records:

• to support medical research when the law allows us to do so, for example to learn more about why people get ill and what treatments might work best;
• we will also at times use your medical records to carry out research within the practice.

If we share information with medical research organisations we would do this with your explicit consent or when the law allows.   You have the right to object to your identifiable information being used or shared for medical research purposes. Please speak to the practice if you wish to object

Checking the quality of care – national clinical audits

We contribute to national clinical audits so that healthcare can be checked and reviewed.

• Information from medical records can help doctors and other healthcare workers measure and check the quality of care which is provided to you.
• The results of the checks or audits can show where hospitals are doing well and where they need to improve.
• The results of the checks or audits are used to recommend improvements to patient care.
• Data is sent to NHS Digital a national body with legal responsibilities to collect data.
• The data will include information about you, such as your NHS Number and date of birth and information about your health which is recorded in coded form – for example the code for diabetes or high blood pressure.
• We will only share your information for national clinical audits or checking purposes when the law allows.
• You have the right to object to your identifiable information being shared for national clinical audits. Please contact the practice if you wish to object.

How your information is shared so that this practice can meet legal requirements

The law requires practices to share information from your medical records in certain circumstances. Information is shared so that the NHS or Public Health England can, for example:

• plan and manage services;
• check that the care being provided is safe;
• prevent infectious diseases from spreading.

We will share information with NHS Digital, the Care Quality Commission and local health protection team (or Public Health England) when the law requires us to do so.

National screening programmes

• The NHS provides national screening programmes so that certain diseases can be detected at an early stage.
• These screening programmes include bowel cancer, breast cancer, cervical cancer, aortic aneurysms and a diabetic eye screening service.
• The law allows us to share your contact information with Public Health England so that you can be invited to the relevant screening programme.

To view the practice confidentiality policy, click on the link below:
CONFIDENTIALITY POLICY UPDATED 2018

GDPR Guidance for Practices

To download and print a copy of our Subject Access Request form, click the link below.
Subject Access request (SAR) Form and Info Leaflet

Overview

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

Data shared with who and why?

Many GP practices in Leeds, the out of hours on-call Doctor service and many other organisations use the Leeds Care Records service to share information about your care

This means that if we refer you to a service that is already using Leeds Care Record, the person you go and see will have access to your GP record and visa versa. This allows for safer care and means you have to repeat your story 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 is available from the waiting room

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.

This is a guide to the General Practitioners Publication Scheme as required by the Freedom of Information Act 2000.

Introduction

This Publication Scheme is a complete guide to the information routinely made available to the public by Ireland Wood & Horsforth Medical Practice. 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.

Feedback

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:

Mrs Emma Seymour, Practice Manager, Ireland Wood and Horsforth Medical Practice, Iveson Approach, Leeds LS16 6FR. 0113 230 3470

Classes Of Information

All information at Ireland Wood and Horsforth Medical Practice 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.

Our Services

The range of services we provide includes:

• Cervical cytology
• Child health surveillance
• Contraceptive services
• Immunisations
• Chronic disease management
• Minor Surgery
• ENT clinic
• Access to district nurse, midwife and health visitor
• Out of hours cover is currently provided by NHS 111.

Financial information

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

Complaints

If you wish to make a complaint about any aspect of our service at either Ireland Wood Surgery or New Croft Surgery, you should first contact:

Mrs Freya Keith, Deputy Practice Manager, Ireland Wood and Horsforth Medical Practice, Iveson Approach, Leeds, LS16 6FR 0113 230 3470

The complaints procedure can be found on this website, on the notice board in reception, and in the patient information folder.

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:

1. Via the practice intranet – photocopying charges only.
2. 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.
3. “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.

Useful Resources

Websites

Information Commissioner website.

Publications

Freedom Of Information Act 2000.

NHS England Contracting.

Copyright

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.

All GP practices are required to declare the mean earnings for GPs working to deliver NHS services to patients at each practice.

The average pay for GPs working in Ireland Wood & Horsforth Medical Practice in the last financial year was £71,195 before tax and National Insurance. This is for 8 full time GPs and 12 part time GPs and locum GPs who worked in the practice for more than six months.

*** NHS England require that the net earnings of doctors engaged in the practice are publicised, and the required disclosure is shown above. However it should be noted that the prescribed method for calculating earnings is potentially misleading because it takes no account of how much time doctors spend working in the practice, and should not be used to form any judgement about GP earnings, nor to make any comparison with any other practice

You can find out how we have been rated:

• NHS choices – Ireland Wood
• NHS choices – New Croft
• CQC

Data shared with who and why?

Leeds Teaching Hospital Trust/Primary Care such as your GP/Leeds Mental Health/Leeds Social Care. It is designed to be a local one stop shop shared record for direct care to enable health professionals to provide better care by seeing all your information together in one place.

What is shared?

Problems, Medication, Allergies, Appointments, Test Results, Communications, Discharges, Demographics.

How is the data shared?

Held on a secure computer system and records remain confidential. All existing data protection laws apply. Only accessed by people directly involved in your care. This is role based access by Leeds Teaching Hospital Trust/Primary Care/Leeds Mental Health/Leeds Social Care.

How is consent given?

GP Practices Opt in to Leeds Care Record. Patients can opt out via Leeds Teaching Hospital Trust (by phone on 0113 206 4102, by email “[email protected]”, or by letter to “Access to Health Records, Leeds Teaching Hospitals NHS Trust, St James University Hospital, Lincoln Wing/Chancellor Wing Link Corridor, Beckett Street, Leeds, LS9 7TF”).

How do I get more information?

Go to Leeds Care Record Website.

Every patient at the practice is allocated a 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.

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.

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?

Please note that these fees are payable in advance and each request for a service will be charged individually.
Access to records – Please apply in writing.

Accessing GP services and medical records online

You can now:
View a detailed version of your medical records, including:
*Demographic details: Your name, address, date of birth.
*Appointment details: The GP you saw; appointment date; reason for the visit; history; examination and outcome.
*Problems/diagnoses: Details of your medical conditions.
*Allergies and adverse reactions to medication: For example, you may have previously reacted badly to penicillin.
*Medication: The dose, quantity, and when medication was last issued.
*Immunisations: Influenza or tetanus, for example.
*Values: Blood pressure readings, for example.
*Procedure details: Medical or surgical information, and codes in consultation (signs, symptoms).
*Links: Links to information about your treatment or diagnosis.
*Letters and attachments: A note that your GP has communicated with another clinician, for example, a hospital consultant. The letter itself may not be included.

Application for online access

What you can’t see and why

A GP may believe it is not in the best interests of a patient to see all the information in their medical record. GPs can withhold “free text” notes and administrative information.
Book an appointment to see your GP: Most surgeries now let you book, view, amend and cancel appointments online.
Request a repeat prescription: Most GPs now allow patients to request a repeat prescription online.
Get test results: Many test results are now available online. GPs may still request a face-to-face or telephone appointment to discuss some results.

How do I access online services with my GP surgery?

Ask at reception about registering to use online services. They will explain the options, including logging in securely via a website or using a smartphone app, such as Patient Access.
You will be given an information leaflet and asked to complete a registration form and questionnaire. Once appropriate checks are completed, you will be registered for online access and given a username and unique password.

Are my records secure?

The clinical software systems used to store patient medical records are designed to be secure. It’s important to choose a strong password and keep it secret.
Keep your device (smartphone, iPad or desktop) secure too and log out after viewing your record.
Before sharing your record with anyone, consider whether it’s in your best interests and how that information might be used.

Who can see my medical records?

Your health records are confidential and can only be seen by a healthcare professional on a need-to-know basis.
You can allow other people to see your health records, for example, a pharmacist.
What can I do if my GP refuses access to my medical record?
A refusal to grant medical records access can be challenged through an official complaint to the NHS Trust or social services department concerned or via the Information Commissioner’s Office (01625 54 57 45).

Understanding your records

Your records are written to help medical people look after you and so sometimes you may not understand everything you see. If you find anything difficult to understand, as well as talking to your doctor or nurse, you can go to www.patient.info or the NHS Choices website.
NHS Choices has more information about accessing medical records.

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.

Proxy Access

You can grant access to your medical record to another individual/s should you wish to do so. Download the application form to apply for proxy access – Application for online access – Proxy

Information and Further Reading

See below a number of patient resources on the subject of online access (click on the link to view the documents):

Getting Started with Online Services

Giving Employed Carers Access to your GP Online Services

GP Online Services – Easy Read

GP Online Services – Guide for Young People

GP Online Services for carers including young carers

Patient Online Services – Easy Read Patient Guide

Protecting your GP Online Record

Proxy Access – Giving another person access to your GP online services

What you need to know about your GP online records

Your GP Record – Patient Guide

Rights

• 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.

Responsibilities

• 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 4 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.

Overview

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. Please ask your own GP if you are interested in taking part in research studies.

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.

Research Ready

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.

Your Suggestions

We are always seeking to enhance our service and welcome suggestions for the improvement of the practice and the website. There are a number of ways to give feedback to the Practice, whether via NHS Choices, Friends and Family Test Feedback, or by contacting the Practice Directly. Please see below for contact information:

Send Feedback Online:

• NHS Choices, New Croft Surgery: click here to leave a review of New Croft Surgery
• NHS Choices, Ireland Wood Surgery: click here to leave a review of Ireland Wood Surgery
• We also have a Google Business Account for both New Croft and Ireland Wood – please leave a review online

Complaints

Everyone at Ireland Wood and Horsforth Medical Practice tries to provide the best service and care possible. Unfortunately, we understand that there may be times when you feel this has not happened. If you have a complaint about the practice please feel free to talk to one of the Doctors or our Deputy Practice Manager. You can do this by phoning the practice or by writing to us at the below address.

Mrs Freya Keith
Ireland Wood Surgery
Iveson Approach
Leeds
LS16 6FR

Or

Mrs Freya Keith
New Croft Surgery
Broadgate Lane
Leeds
LS18 4SE

Comments, Compliments, Concerns and Complaints

We want the patients in our practice to be able to let us know what is working well; help us identify any potential service problems; help us identify any risks and prevent them from getting worse; highlight opportunities for staff improvement; and provide us with feedback to review our services in order to continue improving.

Please contact our Deputy Practice Manager who will be happy to speak with you on the telephone, receive your comments in writing or meet with you at an agreed time.

We hope that any problems you have can be dealt with easily and quickly, at the time they arise and with the person concerned.  However, if you wish to discuss any problems with the Deputy Practice Manager or to make a complaint please contact her as detailed above.

Send us an email to make a complaint, leave feedback or make a suggestion: [email protected]

If you want to make a comment, complaint or compliment about the out of hours service please contact ICB Complaints Team

We hope that you will use our Practice Complaints Procedure if you are unhappy. We believe this will give us the best chance of putting right whatever has gone wrong and an opportunity to improve the services we provide. We hope that most problems can be sorted out easily and quickly when they arise. However, if you feel uncomfortable raising your concerns or complaint directly with us or if you believe this is not appropriate, you can raise your complaint with the ICB who commission and pay for the NHS services you use at:

Email: at [email protected]

Telephone: 01924 552150

In writing: West Yorkshire Integrated Care Board Complaints Team, White Rose House West Parade, Wakefield WF1 1LT

Open Monday to Friday 9 to 5 p.m. The ICB is closed on bank holidays.

Please note: If you have raised your concerns or complaint with us already, the West Yorkshire ICB will not be able to reconsider the same concerns.

You can find more information on how to make a complaint to the ICB on their website:

www.westyorkshire.icb.nhs.uk/contact/comments-concerns-compliments

Handling Your Complaint

• You may complain on behalf of another person – but you must first have their written consent. Complaints made on behalf of another patient will not be investigated without the written consent of the patient.
• Your complaint will normally be acknowledged within three working days
• We will agree with you what you expect as a realistic outcome of your complaint – this may include managing your expectations and explaining what is and is not possible within the services we provide as a NHS organisation
• We will resolve your concerns quickly where at all possible
• We will gather any additional information necessary to assess your concerns
• We will keep you informed of the progress of your complaint in the way you have requested – e.g. written/by telephone
• We will contact you once the complaint has been dealt with, acknowledging when things have gone wrong, offering an apology if this is appropriate, identifying areas that may have been changed or reviewed.
• If you are not happy with the outcome of your complaint we will advise you how you can take your complaint further.

Ireland Wood Surgery Hub

Please note that the Ireland Wood Surgery Hub is staffed and managed by a different team to the Ireland Wood Surgery. If you would like to make a suggestion, pass on a compliment or make a complaint about the Hub, please send it to Ireland Wood Surgery, marked for the attention of The Ireland Wood Surgery Hub Manager and we will ensure it is passed on.

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?

You can also visit the NHS Care Records website or download the NHS Care Record Guarantee.

Overview

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.

Medicines Management

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
• GPs
• 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

Objections/Complaints

Should you have any concerns about how your information is managed, please contact our Deputy Practice Manager at either Ireland Wood or New Croft Surgery. 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 protected], Tel: 0303 123 1113 (local rate) or 01625 545 745.

Cookies

We do not use cookies on this website.

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.

Notification

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 Brown (on behalf of Ireland Wood and Horsforth Medical Practice)