What information do we hold?
We hold data relevant to your medical care, including personal details, a record of your appointments, details of all consultations, prescribed medication, letters and other documentation, test results and lifestyle information.
You have a right to keep your personal health information confidential between you and your doctor. This applies to everyone over the age of 16 and in certain cases to those under 16. In order to further your care, other healthcare professionals may have access to your medical record.
Who has access?
We would normally share such information with other staff involved directly in your care such as nurses, health care assistants, health visitors, therapists, counsellors and hospital doctors.
Other supporting clerical staff such as our administration and reception team also have access to your medical records in order to perform various clerical functions such as case note preparation and filing. Everyone working for the NHS has a legal duty to keep information about you confidential.
Emergency Care Summary
Patients who seek medical help when their GP practice is closed over night or at weekends, will be cared for by NHS24 and the Out of Hours Emergency organisations. Prescribing information and allergy information is extracted electronically from the GP clinical systems and is sent to an electronic store. Those working for the Out of Hours organisatios can view this information. If you would like to see a copy of your Emergency Care Summary, please ask for a print out at Reception. If you do not wish to share this information with the Out of Hours organisations you may opt out. Please contat the Practice Manager at the Health Centre to arrange this.
Palliative Care Summary
The Palliative Care Summary Project is based in general practice and aims to improve cancer and palliative care in the community by sharing appropriate palliative care information electronically with Out of Hours partners. The Palliative Care Summary (ePCS) contains clinical information from your health record at the GP surgery - for example information about your medical condition and treatment, your carer and any wishes you may have about treatment. Patients must consent to this information being shared. If consent is given, NHS staff who provide care and treatment when the Health Centre is closed will be able access the information contained in the ePCS. If you wish to see a copy of information contained in your ePCS, please ask at Reception.
Disclosure of Medical Records
There may be circumstances in which your personal medical record or parts of it may be disclosed to other people apart from the practice staff and other healthcare professionals involved in your care. Usually your notes would be disclosed in an anonymised form. However, there are times when the record cannot be anonymised, either because it would be impractical to do so or because the nature of the request is such that it is necessary for your name to be disclosed. Patients should be re-assured that any disclosure of patient information is conducted within the rules of the Data Protection Act.
Information may be given to third parties e.g. insurance companies or solicitors, but only with your express consent.
SPIRE - Scottish Primary Care Information Resource
NHSScotland is improving the way it uses information from GP patient records
From May 2017 we will improve the way we use information from GP patient records. These changes will help to plan and improve health and care services in Scotland. SPIRE (Scottish Primary Care Information Resource) is a service that has been developed to help GPs, the NHS in Scotland and researchers to learn from information held at GP practices. SPIRE allows information from GP patient records to be transferred electronically and held securely at NHS National Services Scotland, the NHSScotland organisation responsible for health statistics. It uses information from GP practices all over Scotland in a safe and secure way. NHS organisations and approved researchers will be able to use SPIRE in ways that could help you and everyone in Scotland.
Being able to use this information will mean NHSScotland can:
- Improve the quality of care for all patients
- Plan services and care for people who have a condition or a health need
- Respond to major public health issues like flu epidemics
- Improve the provision of health and care to vulnerable or disadvantaged groups
- Develop knowledge about the uptake of vital medicines and vaccines.
- Support research into new treatments for particular illnesses
Certain information from your GP patient records will be used, such as your date of birth, gender, vaccinations, diagnoses and prescribed medicines. SPIRE will only use the information that is needed for the purpose of the analysis. No notes your doctor or nurse has made from discussions you have had with them will be used and no information leaving your GP practice will have names or personal details on it.
To protect your confidentiality, these details will be encrypted before they leave the GP practice so you can be confident that your information is secure at all times.
If you’re happy for NHSScotland to use information from your GP patient records for planning health and care services and for research then you don’t need to do anything. It will happen automatically.
If you do not want information from your GP patient records to be used in this way, you need to notify your GP practice. An opt out form is available on the SPIRE website and this should be completed and sent to us.
If you have any questions about SPIRE or want to know more about how confidential information is managed, visit the Your Questions Answered section of the SPIRE website or call free after the 7th March 2017 on 0800 22 44 88.
Health Data Collection and Health Observatory
The staff at the practices record information about you and your health so that you can receive the right care and treatment. We need to record this information, together with the details of the care you receive, so that it is available each time we see you.
The information recorded about you may also be used for reasons other than your personal care, for example, to help protect the health of the general public, to plan for the future, to train staff and to carry out medical and other health research or studies.
Thus we are involved in a health observatory based on anonymised patient information. The reasonable security measures and anonymisation processes are in place to comply with the relevant data protection regulations. If you would like to opt out of this data collection scheme, please let your doctor know and your records will not be collected for use for this Observatory. This will not affect your care in any way.
If anything to do with the Observatory or derivative research would require that you provide additional information about yourself, you will be contacted by your GP to see if you are willing to take part; you will not be identified in any published results.
You have right of access to your health records. If at any time you would like to know more, or have any concerns about how we use your information, please ask Reception for more details.
The General Data Protection Regulation (GDPR) is a new, Europe-wide law that replaces the Data Protection Act 1998 in the UK. It is part of the wider package of reform to the data protection landscape that includes the Data Protection Bill. The GDPR sets out requirements for how organisations will need to handle personal data from 25 May 2018. In view of this, NHS Tayside has reviewed and updated its privacy notices and these can be downloaded for the practices at Loch Leven Health Centre:-
Orwell Medical Practice Privacy Notice
St Serf's Medical Practice Privacy Notice
Freedom of Information Act
A Publication Scheme as required by the Freedom of Information (Scotland) Act 2002. The Publication Scheme is a complete guide to the information which the practice routinely makes available to the public.
Copies are available from Reception or may be downloaded here
St Serf's Medical Practice Publication Scheme
Orwell Medical Practice Publication Scheme