By 31st July 2016 all NHS organisations were required to meet the Accessible Information Standard. This Standard is aimed at making sure that people with disabilities have access to information that they can understand, and receive any communication support they might need.

As part of this initiative, we want to get better at communicating with our patients. If you find it hard to read our letters or if you need someone to support you at appointments, please let us know. We are keen to hear from you if you have a visual or hearing impairment or another disability and would prefer to receive information in any of the following formats.

Please tell us if you, or someone you know, has particular communication needs or requirements that are not shown here, and we will do our utmost to assist.

Subject Access Requests

A request by a patient, or a request by a third party who has been authorised by the patient, for access under the GDPR (and DPA 2018) is called a Subject Access Request (SAR). If you want to see your health records, or wish a copy, please complete a Practice Subject Access Request Form which you can complete online or please contact the Practice and we will provide you with our paper format. Contact will, subsequently, be made by the Practice to arrange a time for you to come in and collect or read them. You don’t have to give a reason for wanting to see your records and there is no charge for this service. You willl however be required to produce proof of identity before being allowed to read them.

The Practice has up to 28 days to respond to your request. If additional information is needed before copies can be supplied, the 28-day time limit will begin as soon as the additional information has been received.

The 28 day time limit can be extended for two months for complex or numerous requests where the data controller (usually your Practice) needs more time to collate and supply the data. You will be informed about this within 28 days and provided with an explanation of why the extension is necessary.

When writing/calling, you should say if you:

• want a copy of your healthcare records as well as to see them (if you wish to see them your Doctor or member of staff will be present to assist you and explain any medical terms to you)
• want all or just part of them
• would like your records to be given to you in a specific format that meets your needs, and we will endeavour to accommodate your request
• If you request your records to be emailed, then we will secure you or your representative’s agreement (in writing or by email) that they accept the risk of sending unencrypted information to a non-NHS email address

You may also need to fill in an Application Form and give proof of your identity. The Practice has an obligation under the GDPR and DPA2018 to ensure that any information provided for the patient can be verified.

Please note we never send original medical records because of the potential detriment to patient care should these be lost

Who may apply for access?

1(1) Patients with capacity

Subject to the exemptions listed in paragraph 1(6) (below) patients with capacity have a right to access their own health records via a SAR. You may also authorise a third party such as a Solicitor to do so on your behalf. Competent young people may also seek access to their own records. It is not necessary for them to give reasons as to why they wish to access their records.

1(2) Children and young people under 18

Where a child is competent, they are entitled to make or consent to a SAR to access their record.

Children aged over 16 years are presumed to be competent. Children under 16 in England, Wales and Northern Ireland must demonstrate that they have sufficient understanding of what is proposed in order to be entitled to make or consent to an SAR.However, children who are aged 12 or over are generally expected to have the competence to give or withhold their consent to the release of information from their health records. In Scotland, anyone aged 12 or over is legally presumed to have such competence. Where, in the view of the appropriate health professional, a child lacks competency to understand the nature of his or her SAR application, the holder of the record is entitled to refuse to comply with the SAR. Where a child is considered capable of making decisions about access to his or her medical record, the consent of the child must be sought before a parent or other third party can be given access via a SAR (see paragraph 1 (3) below)

1(3) Next of kin

Despite the widespread use of the phrase ‘next of kin’, this is not defined, nor does it have formal legal status. A next of kin cannot give or withhold their consent to the sharing of information on a patient’s behalf. As next of kin they have no rights of access to medical records. For parental rights of access, see the information above.

1(4) Solicitors

You can authorise a Solicitor acting on your behalf to make a SAR. We must have your written consent before releasing your medical records to your acting Solicitors. The consent must cover the nature and extent of the information to be disclosed under the SAR (for example, past medical history), and who might have access to it as part of the legal proceedings. Where there is any doubt, we may contact you before disclosing the information. (England and Wales only – should you refuse, your Solicitor may apply for a court order requiring disclosure of the information. A standard consent form has been issued by the BMA and the Law Society of England and Wales. While it is not compulsory for Solicitors to use the form, it is hoped it will improve the process of seeking consent).

The Practice may also contact you to let you know when your medical records are ready. If your Solicitor is based within our area, then we may ask you to uplift them and deliver them to your Solicitor. This is because we can no longer charge for copying and postage, so we would appreciate your help if you can do this, or alternatively ask your Solicitor if they can uplift your medical records.

1(5) Supplementary Information under SAR requests

The purposes for processing data

The purpose for which data is processed is for the delivery of healthcare to individual patients. In addition, the data is also processed for other non-direct healthcare purposes such as medical research, public health or health planning purposes when the law allows.

The categories of personal data

The category of your personal data is healthcare data.

The organisations with which the data has been shared

Your health records are shared with the appropriate organisations which are involved in the provision of healthcare and treatment to the individual. Other organisations will receive your confidential health information, for example Digital or the Scottish Primary Care Information Resource (SPIRE) or research bodies such as the Secure Anonymised Linkage Databank (SAIL). (This information is already available to patients in our Practice privacy notices).

The existence of rights to have inaccurate data corrected and any rights of objection

For example, a national ‘opt-out’ model such as SPIRE etc.

Any automated decision including the significance and envisaged consequences for the data subject

For example, risk stratification.

The right to make a complaint to the Information Commissioner’s Office (ICO)

1(6) Information that should not be disclosed

The GDPR and Data Protection Act 2018 provides for a number of exemptions in respect of information falling within the scope of a SAR. If we are unable to disclose information to you, we will inform you and discuss this with you.

1(7) Individuals on behalf of adults who lack capacity

Both the Mental Capacity Act in England and Wales and the Adults with Incapacity (Scotland) Act contain powers to nominate individuals to make health and welfare decisions on behalf of incapacitated adults. The Court of Protection in England and Wales, and the Sheriff’s Court in Scotland, can also appoint Deputies to do so. This may entail giving access to relevant parts of the incapacitated person’s medical record, unless health professionals can demonstrate that it would not be in the patient’s best interests. These individuals can also be asked to consent to requests for access to records from third parties.

Where there are no nominated individuals, requests for access to information relating to incapacitated adults should be granted if it is in the best interests of the patient. In all cases, only information relevant to the purposes for which it is requested should be provided.

1(8) Deceased records

The law allows you to see records of a patient that has died as long as they were made after 1st November 1991.

Records are usually only kept for three years after death (in England and Wales GP records are generally retained for 10 years after the patient’s death before they are destroyed).

Who can access deceased records?

You can only see that person’s records if you are their personal representative, administrator or executor.

You won’t be able to see the records of someone who made it clear that they didn’t want other people to see their records after their death.

Accessing deceased records

Before you get access to these records, you may be asked for:

• proof of your identity
• proof of your relationship to the person who has died

Viewing deceased records

You won’t be able to see information that could:

• cause serious harm to your or someone else’s physical or mental health
• identify another person (except members of NHS staff who have treated the patient), unless that person gives their permission
• If you have a claim as a result of that person’s death, you can only see information that is relevant to the claim.

1(9) Hospital Records

To see your Hospital records, you will have to contact your local Hospital.

1(10) Power of attorney

Your health records are confidential, and members of your family are not allowed to see them, unless you give them written permission, or they have power of attorney.

A lasting power of attorney is a legal document that allows you to appoint someone to make decisions for you, should you become incapable of making decisions yourself.

The person you appoint is known as your attorney. An attorney can make decisions about your finances, property, and welfare. It is very important that you trust the person you appoint so that they do not abuse their responsibility. A legal power of attorney must be registered with the Office of the Public Guardian before it can be used.

If you wish to see the health records of someone who has died, you will have to apply under the Access to Medical Records Act 1990. You can only apply if you:

• are that person’s next of kin, are their legal executor (the person named in a will who is in charge of dealing with the property and finances of the deceased person),
• have the permission of the next of kin or have obtained written permission from the deceased person before they died.
• To access the records of a deceased person, you must go through the same process as a living patient. This means either contacting the Practice or the Hospital where the records are stored.

If you think that information in your health records is incorrect, or you need to update your personal details (name, address, phone number), approach the relevant health professional informally and ask to have the record amended. Some Hospitals and GP Surgeries have online forms for updating your details. If this doesn’t work, you can formally request that the information be amended under the NHS complaints procedure.

All NHS trusts, NHS England, CCGs, GPs, Dentists, Opticians and Pharmacists have a complaints procedure. If you want to make a complaint, go to the organisation concerned and ask for a copy of their complaints procedure.

Alternatively, you can complain to the Information Commissioner (the person responsible for regulating and enforcing the Data Protection Act), at:

The Information Commissioner’s Office (ICO)
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF
Telephone: 01625 545745

If your request to have your records amended is refused, the record holder must attach a statement of your views to the record.

Anyone in England can register with a GP surgery. You do not need proof of address or immigration status, ID or an NHS number. No documents are required to register with a GP; however, to facilitate the registration process we would be happy to see forms of identification and address but if you do not have these – don’t worry!

Documentation may be useful to confirm your details with our local Health Authority which helps to ensure the correct matching of your details to any existing NHS record, enabling previous medical records to transfer smoothly between practices. We appreciate your assistance in this matter.

If you are unable to provide any documentation, then we may still register you. However we may need to contact our Registration Department first, to verify your information with them, and ensure your medical records are not delayed in being transferred to the Practice. This will normally involve a phone call between you, our Registration Department and ourselves. Alternatively we may also email/write to them directly in which case we will require your consent for us to do so.

Further information on How to Register with a GP Surgery is provided by the NHS

If you have any questions regarding NHS entitlement, or our Registration Policy please contact the Practice.

 

For more information about this visit NHS Digital

As of 1st July 2021 your data will be shared with NHS Digital to help improve health, care and services

Patient data from GP medical records kept by GP practices in England is used every day to improve health, care and services through planning and research, helping to find better treatments and improve patient care. The NHS is introducing an improved way to share this information – called the General Practice Data for Planning and Research data collection.

NHS Digital will collect, analyse, publish and share this patient data to improve health and care services for everyone. This includes:

• informing and developing health and social care policy
• planning and commissioning health and care services
• taking steps to protect public health (including managing and monitoring the coronavirus pandemic)
• in exceptional circumstances, providing you with individual care
• enabling healthcare and scientific research

Any data that NHS Digital collects will only be used for health and care purposes. It is never shared with marketing or insurance companies.

READ MORE HERE 

NHS Digital will not collect any patient data for patients who have already registered a Type 1 Opt-out in line with current policy. If this changes patients who have registered a Type 1 Opt-out will be informed.

If you do not want your patient data shared with NHS Digital, you can register a Type 1 Opt-out with us. You can register a Type 1 Opt-out at any time. You can also change your mind at any time and withdraw a Type 1 Opt-out.

Data sharing with NHS Digital will start on 1st July 2021 – please note that this date was postponed on 8th June 2021 – commencement date currently awaited.

If you have already registered a Type 1 Opt-out with your GP practice your data will not be shared with NHS Digital.

If you wish to register a Type 1 Opt-out with your GP practice before data sharing starts with NHS Digital, this should be done by returning this form to us by 1st September 2021 to allow time for processing it. If you have previously registered a Type 1 Opt-out and you would like to withdraw this, you can also use the form to do this.

If you register a Type 1 Opt-out after your patient data has already been shared with NHS Digital, no more of your data will be shared with NHS Digital. NHS Digital will however still hold the patient data which was shared with us before you registered the Type 1 Opt-out.

If you do not want NHS Digital to share your identifiable patient data with anyone else for purposes beyond your own care, then you can also register a National Data Opt-out (also known as Type 2 Opt out).

What do you need to do?

If you are happy for your data to be shared as above, and haven’t previously Opt’d out – you do not need to do anything.

Type 1 OPT-OUT – to stop sharing your details with NHS digital (or to opt back in, if you have previous opt’d out)

Complete this form OPT OUT FORM (or you can complete this to opt back in)

If you are not able to complete this form, call 0300 303 5678 for a form to be posted to you or come into the practice and we can give you a copy to complete.

Then, either;

• Hand the form into reception
• post it to us to: Hadrian Health Centre, Elton Street East, Wallsend, NE28 8QU

Type 2 OPT-OUT (Also known as National Data Opt-out) – If you do not want NHS Digital to share your identifiable patient data with anyone else for purposes beyond your own care, which has been already shared with them (or to opt back in, if you have previous opt’d out)

NOTE: You can only do this via the following ways – as a GP practice we cannot opt you out of Type 2 (National Data Opt-out)

You need to, either;

• Call 0300 303 5678
• or, complete the online form via YOUR NHS MATTERS

Services which are outwith the NHS Contract

The National Health Service provides most healthcare to the majority of people free of charge, but there are exceptions. GPs are self-employed and are contracted to provide NHS general medical services for their patients.

Sometimes, GPs are asked to provide additional services which fall outside their contract and in these circumstances, they are entitled to make a reasonable charge for providing them.

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Your Questions Answered

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Examples of Non-NHS Services include the following:

• Medicals for pre-employment, sports and driving requirements (HGV, PSV etc.)
• Insurance Claim Forms
• Prescriptions for taking medication abroad
• Private Sick Notes
• Vaccination Certificates

The fees charged are based on the British Medical Association (BMA) suggested scales.

Insurance Companies
a) GP report for insurance applicants	£100.00
b) GP supplementary reports	£30.00
c) Medical examinations undertaken on a GP’s own patient	£110.00
Note: Patients have a right to see the report before it is sent to the insurance company. If a request is made, the insurance company should inform the GP, and the patient has 21 days to arrange to see it.
Note: When an applicant fails to keep a pre-arranged appointment, 50 per cent of the fee should be paid by the insurance company.
Certificates without examination
a) Straightforward certificates of fact	£20.00
More complex certificates	£60.00
Private sick note (incapacity certificate), required by patient for presentation to an employer (except those that the doctor is obliged to provide for statutory sick pay (SSP) purposes)	£15.00
Accident/sickness insurance certificate – short certificate of incapacity without examination for patient to claim under accident/sickness insurance	£60.00
Freedom from infection certificate, eg for school, travel or employment	£15.00
Validation of private medical insurance (PMI) claim form, to support a claim for benefit in connection with private medical insurance, or completion of a ‘pre-treatment’ form	a/b
Health club – brief written report to certify that a patient is fit for exercise	£15.00
Passport Forms	£25.00
Work in surgery
a) Extract from records	£56.00
b) Report on a pro forma, no examination (eg 20 minutes)	£110.00
c) Written report without examination, providing a detailed opinion and statement on the condition of the patient (eg 30 minutes)	£110.00
d) Comprehensive clinical examination including report, certificate, or completion of necessary forms (eg 45 minutes)	£150.00
Accident/sickness insurance – to support a claim for payment of benefit under accident/sickness insurance policy	£60.00
Employment – for pre-employment or on an employee, requested by an employer Note: The exception is for local authority employees which are covered
Miscellaneous Fees
Completion of medical certificate CP3 of the Court of Protection with examination	£138.00
Completion of medical certificate CP3 of the Court of Protection without examination	£70.00
Serving notice of the Court of Protection (on form CP7)	£70.00
Completion of childminder health form	£90.00
Medical examination of prospective NHS employee – including report and opinion	£140.00
Report and opinon only of prospective NHS employee	£110.00
Housing Support Letter	£5.00
Fit to attend school/university (no examination)	£15.00
Fit to attend school/university (examination)	£20.00
Work for local authorities
Children in care, adoption & fostering Examinations and reports on children committed, or about to be committed, to the care of a local authority, or received or about to be received into care by a local authority, or about to be fostered
Initial examination	£75.00
Subsequent examination by the same doctor, or partner, assistant or locum	£25.00
Freedom from infection certificate only	£25.00
Examinations and reports in a form recommended by the British Association for Adoption and Fostering (BAAF) and included in the collaborative arrangements.
Forms C, D, YP or AME (detailed medical examinations to report on child
Forms C, D, YP or AME (detailed medical examinations to report on child	£90.00
Form AH – health assessment on prospective carer	£90.00
Form AH – health assessment on prospective carer	£90.00
Form AH2 – update review from GP records	£90.00
Form IHA – initial health assessment for looked after children	£90.00
Form M & B – obstetric/neo natal report	£90.00
Central  Government  Departments & Agencies
Criminal injuries compensation authority – GP Report on pro forma	£45.00
Employment Medicals & Reports
HGV Medical – if paid by the patient	£90.00
HGV Medical – if paid by the employer	£165.00
PSV Medical – if paid by the patient	£90.00
PSV Medical – if paid by the patient	£90.00
Taxi Medical – if paid by the patient	£80.00
Taxi Medical – if paid by the employer	£165.00

The practice is a registered Research Ready Practice and we may invite you to be involved in a research study. Research into new treatments and the effectiveness of existing treatments is an essential part of improving the care the NHS gives.  All research projects that we are involved with are approved by the National Institute for Health Research. We may receive a payment for arranging a referral into a research programme to cover administration costs. You do not have to accept the offer of participating in a research project.