Access To Patient Information
Data is handled with complete discretion and in accordance with GDPR. Information is only passed to authorised 3rd parties and with patients’ informed consent, where necessary in writing.
You are entitled to have access to your medical records under the General Data Protection Regulation (GDPR). If you wish to request your medical records, this can be arranged by contacting the reception team.
Southern Group Practice LLC has a legal duty to explain how we use any personal information we collect about you as a patient registered at the Practice. Staff at this Practice maintain records about your health and the treatment you receive in electronic and paper format.
What information do we collect about you?
We will collect information such as personal details, including name, address, next of kin, records of appointments, visits, telephone calls, your health records, treatment and medications, test results, x-rays etc. and any other relevant information to enable us to deliver effective medical care.
How we will use your information.
Your data is collected for the purpose of providing direct patient care; however, we can disclose this information if it is required by law, if you give consent or if it is justified in the public interest. In order to comply with its legal obligations, this Practice may send data to the Department of Health & Social Care when directed by the Health Minister under the Health & Social Care Act 2012. Additionally, this Practice contributes to national clinical audits and will send the data that is required by the Department of Social Care 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.
Processing your information in this way and obtaining your consent ensures that we comply with Articles 6(1)(c), 6(1)(e) and 9(2)(h) of the GDPR.
Maintaining confidentiality and accessing your records.
We are committed to maintaining confidentiality and protecting the information we hold about you. We adhere to the General Data Protection Regulations (GDPR), the NHS Code of Confidentiality and Security, as well as guidance issued by the Information Commissioner’s Office (ICO). You have a right to access the information we hold about you and if you would like to access this information you will need to complete a Subject Access Request (SAR). Please ask at reception for a SAR form and you will be given further information. Furthermore, should you identify any inaccuracies; you have a right to have the data corrected.
Risk stratification is a mechanism used to identify and subsequently manage those patients deemed as being at high risk of requiring urgent or emergency care. Usually this includes patients with long-term conditions e.g. cancer. Your information is collected by a number of sources, including Southern Group Practice, and this information is processed electronically and given a risk score which is relayed to your GP who can then decide on any necessary actions to ensure that you receive the most appropriate care.
You have a right to object to your information being shared. Should you wish to opt out of data collection, please contact a member of staff who will be able to explain how you can opt-out and prevent sharing of your information; this is done by registering to opt-out online (national data opt-out programme) or if you are unable to do so or do not wish to do so online, by speaking to a member of staff.
In accordance with the NHS Code of Practice for Records Management, your healthcare records will be retained for 10 years after death, or if a patient emigrates, for 10 years after the date of emigration.
What to do if you have any questions
1. Contact the Practice’s Data Controller via email – firstname.lastname@example.org
2. Write to the Data Controller at Southern Group Practice
3. Ask to speak to the Practice Manager, Miss Julie Taylor
The Data Protection Officer (DPO) for Southern Group Practice is Miss Julie Taylor.
In the unlikely event that you are unhappy with any elements of our data-processing methods, you have the right to lodge a complaint with the ICO. For further details, www.inforights.im and select Making a Complaint.
We regularly review our Privacy Polic and any updates will be published on our website and on posters to reflect the changes.
Sharing Of Medical Information
The Isle of Man is committed to providing the best care for patients, not only in Primary Care but across the board. To this end, there are electronic ways that the information held by your GP could be viewed by other Health Services. This is known as the Manx Emergency Care Record (MECR), and is a record of basic information about your health, already held on various health services computer records.
MECR enables hospital doctors or MEDS doctors to access such information such as your name, date of birth, address, GP name and practice details, NHS number, information about any prescribed medication you take and also any adverse drug reactions or allergies that are know about you. It does not give access to such things as GP consultation notes etc. Information will only be accessed with your permission, unless you are unable to give consent due to injury or lack of consciousness etc.
A leaflet outlining full details about MECR is available from reception, including how to “Opt Out”. Unless you “Opt Out” it will be deemed that you have given authorisation for MECR to hold details about you. If you “Opt Out” you may always “Opt In” at a later date.
The partners at Southern Group Practice welcome comments and suggestions from their patients and these can be submitted via our website or in writing to the Practice Manager. The GP partners have noticed a developing trend where a patient will use a social media site, such as Facebook, to make a personal attack on a member of the surgery staff or to make false statements about the surgery. The partners reserve the right to remove a patient from the surgery list and report them to the social networking site if they are found to have made libellous statements or defamatory comments about the surgery or a member of the surgery staff.
If you have a comment or complaint about the surgery we encourage you to report this through the correct channels. The practice always investigates complaints and responds to patients in a timely manner. Thank you.
While we hope that you do not find it necessary to complain about any of our services we do, however, understand that sometimes things can happen. If you have a complaint about anything to do with Southern Group Practice LLC you should, in the first instance, put your concerns in writing to the Practice Manager who will deal with your complaint in accordance with the Practice Policy. If the matter is not resolved the Practice Manager will then forward your complaint to the Family Practitioner Services at the Department of Health.
Your Rights & Responsibilities As A Patient
Patients have a right to courtesy, privacy and confidentiality. You can help us by:
• Being on time for your appointment.
• Letting us know if you need to cancel. Defaulting attendance at appointments wastes time and is discourteous both to the doctors and other patients waiting for appointments.
• Telephoning for an emergency appointment as soon after 08.00 as possible.
• Telephoning for a home visit before 10.00.
• Prescription requests should be made in writing 48 hours before they are needed.
• Your doctor may be called out to an emergency and you will be informed of any undue delay. You may wait or re-schedule your appointment, and your understanding in this matter is much appreciated.
• Your doctor may be dealing with a complicated, serious complaint which may result in late running of surgeries. Please be a patient patient – next time it could be you.
We strongly support the NHS policy on zero tolerance. Anyone attending the surgery who abuses the GPs, staff or other patients, be it verbally, physically or in any threatening manner whatsoever, will risk removal from the practice list. In extreme cases we may summon the police to remove offenders from the practice premises.