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Privacy Notice and Policy

Your data, privacy and the Law: How we use your medical records 

  • This practice handles medical records according to the laws on data protection and confidentiality.
  • We share medical records with health professionals who are involved in providing you with care and treatment. This is on a need to know basis and event by event.
  • Some of your data is automatically copied to the Shared Care Summary Record
  • We may share some of your data with local out of hours / urgent or emergency care service
  • Data about you is used to manage national screening campaigns such as Flu, Cervical cytology and Diabetes prevention.
  • Data about you, usually de-identified, is used to manage the NHS and make payments.
  • We share information when the law requires us to do, for instance when we are inspected or reporting certain illnesses or safeguarding vulnerable people.
  • Your data is used to check the quality of care provided by the NHS.
  • We may also share medical records for medical research

For more information please read the notification on the Patient Notices wall in the reception area.

 

Practice privacy notice

Crouch Hall Road Surgery has a legal duty to explain how we use any personal information we collect about you, as a registered patient at the practice. Staffs 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 healthcare services; 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. The practice may be requested to support research; however, we will always gain your consent before sharing your information.

In accordance with the Health and Social Care Act 2012, the care data programme enabled patient data to be collected by the Health and Social Care Information Centre (HSCIC) for quality and safety purposes. In addition, it is possible for us to share your data with other healthcare providers in order to provide you with a high level of care.

 

Maintaining confidentiality and accessing your records

We are committed to maintaining confidentiality and protecting the information we hold about you. We adhere to the Data Protection

Act 1998 (DPA), the NHS Codes of Confidentiality and Security, as well as guidance issued by the Information Commissioner’s Office (ICO). You have a right to 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.

 

Risk stratification

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; 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.

 

Invoice validation

Your information may be shared if you have received treatment to determine which Clinical Commissioning Group (CCG) is responsible for paying for your treatment. This information may include your name, address and treatment date. All of this information is held securely and confidentially; it will not be used for any other purpose or shared with any third parties.

 

Opt-outs

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 the sharing of your information; this is done by registering a Type 1 opt-out, preventing your information from being shared outside this practice.

 

What to do if you have any questions

Should you have any questions about our privacy policy or the information we hold about you, you can:

 

Changes to our privacy policy

We regularly review our privacy policy and any updates will be published on our website and on posters to reflect the changes. This policy is to be reviewed September 2022.


Medical Students and Trainees

Medical Students and Trainees

From time to time, medical students, trainee nurses, physician associates and other healthcare learners may observe or assist in your care under the direct supervision of qualified clinicians. Their involvement helps train the next generation of NHS professionals without compromising your confidentiality or the security of your data.

Same Confidentiality Standards

All trainees follow exactly the same privacy notice and legal requirements (NHS regulations, GDPR, national data security standards) as our permanent staff.

Supervised Access Only

Trainees will only access your records to the extent necessary for their learning and always under the supervision of an experienced clinician.

Your Choice

If you would prefer not to have a student present during your consultation, please inform our reception team when you arrive.

Your choice will not affect the care you receive in any way.


Use of Accurx Scribe in Patient Consultations

To enhance the quality and efficiency of our consultations, clinicians (your GP or a member of the multidisciplinary team within the practice) may use Accurx Scribe during your appointment. This advanced, secure digital assistant uses AI to document medical notes, allowing clinicians to focus on listening and delivering personalised care. Clinicians review and approve all notes before they are added to your record.

  • Improved Interaction: Allows clinicians to focus solely on you during the consultation.
  • Accurate Documentation: Generates precise, clear, and detailed medical notes.
  • Time Efficiency: Streamlines administrative tasks, giving clinicians more time with patients.

Patient Consent

Accurx Scribe only processes information discussed during your appointment and operates within strict privacy and data protection regulations. Before use, your clinician will explain its role and seek your verbal consent. You have the right to decline at any time.

  • Data Security: Complies with UK data protection laws, including GDPR.
  • Data Protection Officer: The Accurx AU Data Protection Impact Assessment has been approved by the North Central London ICB Data Protection Officer on behalf of your GP Practice.
  • Your Control: If you prefer not to have Accurx Scribe involved, please let your clinician know. This will not affect your care.

Use of Anima AI in Document Processing

Crouch Hall Road Surgery is committed to ensuring the accuracy and efficiency of how your health information is managed. To support this, our administrative team uses a secure system called Anima AI to help process incoming documents from hospitals and other healthcare services.

What is Anima AI?

Anima AI is a secure, intelligent tool designed to assist with document handling. It helps our admin team efficiently scan, categorise, and process clinical letters, test results, and other healthcare communications into our clinical system. This ensures timely and accurate updates to your patient record, supporting safer and more efficient care.

Key features include:

  • Efficient Document Processing: Helps sort and organise incoming healthcare documents quickly and accurately.
  • Improved Data Handling: Ensures important clinical documents are entered correctly into the patient record.
  • Admin Support: Reduces the manual burden on administrative staff, allowing them to focus on patient support.

Privacy and Data Protection

Anima AI is used entirely within the practice by authorised administrative staff. It does not interact with patients and does not make decisions about your care. Its use is covered by our standard privacy policies and complies with UK data protection laws, including GDPR.

Key assurances include:

  • Data Security: Anima AI is used in line with NHS data protection requirements and confidentiality standards.
  • No Automated Decisions: Anima AI does not make clinical decisions about your care. All clinical judgment remains with your healthcare team.
  • Your Rights: The use of Anima AI does not change your rights regarding access to your records or how your information is handled.

A Data Protection Impact Assessment (DPIA) for Anima AI has been reviewed and approved by the Data Protection Officer for North Central London Integrated Care Board, on behalf of your GP Practice.

If you have any questions or concerns about how we manage your information, please speak to our reception team.

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