Processing personal data

gtd healthcare is a not for profit provider of primary care, urgent care and out-of-hours dental services across Greater Manchester, Southport, Formby and South Sefton.

These services enable gtd healthcare to offer 24/7 health care with a focus on supporting patient care in the community wherever possible. As a result, gtd healthcare needs to collect, store and use personal data every day, such as medical records, personnel records and computerised information. This data is used by many people in the course of their work.

gtd healthcare works with other health and social care providers to deliver a more joined up way of meeting the needs of the population. This means that, where appropriate, we may provide other people looking after you with information about the care you have received while using our services or ask for information about the care they provide you with.

The main benefits are:

  • Professionals involved in your care can see information about any care or treatment we have provided; this will support their decision making and improve the care you receive
  • This relates to both manual and electronic information – all access is strictly authorised and only takes place where a professional has a legitimate relationship to you and the delivery of your care. All access is recorded, so we know only people who should have access to information are accessing it
  • You don’t have to keep telling different professionals your story each time you have an appointment

Where there is a justifiable basis to do so, your information may also be shared with other organisations such as the police.

We take our duty to protect your personal information and confidentiality very seriously. We are committed to taking all reasonable measures to ensure the confidentiality and security of personal data for which we are responsible, whether computerised or on paper.

What we record

The team of professionals caring for you will keep records about your treatment, and the care and services provided to you, both on paper and electronically. The amount and variety of information we have about you will be dependent upon which of our services you have used. For example, our GP practices will hold much more of your information than our urgent care services.

Information held may include:

  • Personal details such as name, address, date of birth, ethnicity and religion, NHS number, next of kin and contact details (telephone/email)
  • Contact we have had with you e.g. GP, hospital admissions, outpatients/clinic appointments and home visits
  • Notes and reports by health and social care professionals about your health
  • Details and records about your treatment and care
  • Results of X-rays, laboratory tests, and any other tests
  • Relevant information about people who care for you and know you well
  • Basic details about associated people e.g. children, partners, carers and relatives

How is the information used?

Information is used for the following purposes:

  • To provide you with care/treatment and care plans, both now and in the future, ensuring that appropriate information is available to all those who treat you medically and care for you professionally
  • To ensure your care is safe and effective
  • To support you in managing your own care and work with health and social care professionals to ensure there is ‘No decision made about you without your involvement’
  • Where you have consented, to involve your relatives/representatives in your care
  • Where you have consented, to contact you directly
  • To train and educate staff e.g. clinical placements. Identifiable information may be used for this purpose
  • To assess and improve the quality and type of care you receive
  • Support complaints, investigations or legal claims

Who do we share personal information with?

Everyone working within gtd healthcare has a legal duty to keep information about you confidential. Similarly, anyone who receives information from us has a legal duty to keep it confidential.

We will only ever share your information if it is in the best interest for your care. In some cases we work with other organisations to provide onward care for our patients; where appropriate, we may share information with them. In addition, we will share information with the following main partner organisations:

  • Local GP practices
  • Hospitals that are involved in your care
  • Ambulance services
  • NHS111
  • Community healthcare providers, e.g. district nurses and health visitors

You may receive care from other people as well as the NHS, for example, social care services. We may need to share some information about you with them so we can all work together for your benefit if they have a genuine need for it or we have your permission. Therefore, we may also share your information, subject to strict agreement about how it will be used, with:

  • Social care services
  • Education services
  • Local authorities
  • Voluntary and private sector providers working with the NHS

We will not disclose any information that identifies you to anyone outside of those providing your care without your express permission unless there are exceptional circumstances, such as:When there is serious risk of harm to yourself or others

  • The duty to share your information outweighs the obligation of confidentiality
  • There is a permission granted under Section 251 of the NHS Act 2006(1)
  • A court issues an order to release your information
  • Where there is another statutory or legal basis for disclosure

Managing the information

We need to be able to move electronic information from system to system, extracting data, processing and modifying it for the next system. Occasionally, tests will need to be made on the data, sometimes with our system suppliers, to check that it has been transferred correctly. This will only be done under carefully controlled conditions.

Accessing your information

You have the right of access to your own records as defined in the Data Protection Act 1998 which, with some exceptions, entitles individuals to a copy of information an organisation holds about them. You may authorise by consent, a third party to seek access on your behalf, for example a solicitor. A person appointed by a court to manage your affairs may also make an application on your behalf.

Children over 16, and those under sixteen who are deemed to have capacity to understand the significance of disclosing their records, may apply. Parents of such children have no automatic entitlement to their children’s records.

Patients registered with our GP practices are able to have some limited access to their records via the web as well as being able to make appointments and order repeat prescriptions. Please speak to your gtd healthcare practice directly to make the necessary arrangements.

If you require more detailed GP records you must apply in writing directly to the practice. For any of our other services, requests must also be made in writing. A form is available to provide all the relevant details to help us process your request. gtd healthcare will provide the information to you within 40 calendar days from receipt of:

  • A written application, see list below, containing adequate supporting information (such as your full name, address, date of birth, NHS number etc.) to enable us to verify your identity and locate your records
  • An indication of what information you are requesting to enable gtd healthcareto locate the information in an efficient manner
  • Any relevant fee up to £50.00, to be paid in advance.

Access may be denied or limited where the professional deems giving you the information may cause serious harm to you or others, or would disclose details of third parties to which you are not entitled, and they have not consented to disclose.

For further information on accessing your health records, please click here:

Application forms:

Keeping information up-to-date

gtd healthcare has obligations under the Data Protection Act to keep information we have generated about you accurate and up to date. If you consider that any part of the information held in your record is inaccurate, you can apply in writing to have this amended providing evidence as to the correct details. If we agree that the information is incorrect, the alteration will be made. If we are not satisfied that the information is incorrect, a note will be made of the information you consider is inaccurate. You will be given a copy of either the correction or the note.

If we hold information about you that originated from another organisation that you consider to be inaccurate, you should contact that organisation directly. You will be advised of the process to be followed by that organisation.

Contact

If you have any queries in relation to any of the information in this leaflet, please contact:
 
Head of Governance & Clinical Leadership
gtd healthcare
The Forum
2, Tameside Business Park
Windmill Lane
Denton
M34 3QS
Email: gtd.governance@nhs.mail

 

Further information

The Information Commissioner is the regulator for privacy and information rights legislation including the Data Protection Act 1998. All organisations are required lodge a notification with the Information Commissioner to describe the purposes for which they process personal information. These details are publicly available at https://ico.org.uk/esdwebpages/search or from:
 
Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
SK9 5AF

Further information is available on the Information Commissioners Office (ICO) website: www.ico.org.uk

 

Alternative formats

If you need help to understand the information in this leaflet, require it in another format (for example Braille), or in another language, please speak to a member of staff who are currently providing your care.

 

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