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Saturday 21 April 2018
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What we do with your information


  • NHS Number
  • How we use your personal information 
  • How we keep your information confidential 
  • Sharing your information 
  • Access to health records 
  • Freedom of information
nhs number

NHS Number

Everyone registered with the NHS in England and Wales has their own unique number.  You will be given your NHS Number in writing when you register with a GP practice.  Your NHS Number helps healthcare staff to find your health records.

 

As long as we have your NHS Number we can correctly identify you and your records. 

 

For more information on NHS Numbers, please visit NHS Choices.



information

How we use your personal information

We collect information about you in order to make sure that you receive the best possible care, this information may be on paper or stored electronically and may include:

  • Basic details (name, address, date of birth, next of kin , ethnicity, religion and contact details)
  • Details about your treatment and care (eg appointments, medical history, symptoms, diagnosis, test results and prescriptions).

 

It is essential that we have your details correct (as listed above) and our reception staff will verify your basic details each time they greet you. 

 

We use your information in order to:

  • Make sure staff providing your care has accurate information to assess your health and decide the most appropriate treatment for you
  • Have the right information available if you need to see another doctor or specialist
  • Help staff review the care they provide
  • Carry out approved research.  Information is used in such a way that you cannot be identified
  • Properly investigate a complaint should you, or someone acting on your behalf, make one.

 

For further details please download the leaflet



confidential

How we keep your information confidential

Everyone working for the NHS has a legal duty to keep information about you secure and confidential and to make sure that anyone working with us also works to the same standards.

 

We follow the rules set out in the Data Protection Act 1998 and in professional codes of conduct to keep your information safe.  We assess ourselves regularly to make sure that we follow good practice and that the latest security measures are in place.



Sharing your information

There are other organisations who we might share your personal information with as long as we have your written consent and sharing is subject to strict agreement about how it will be used.

 

Some organisations we might share your personal information with include:

  • Other NHS Organisations (including Primary Care Trusts, Clinical Commissioning Groups, the body responsible for commissioning your care and the NHS Information authority)
  • Those we regularly work closely with to provide your care
  • Adult or Children’s Social Services
  • Education Services
  • Local Authorities
  • Voluntary and Private Sector Providers working with or on behalf of the NHS
  • GPs (general practitioner) or Family Doctors
  • Ambulance Services.

 

We also share information when the law requires us to do so:

  • To assist with Police enquiries for the prevention or detection of crime
  • To assist Coroner’s investigations
  • Under court order
  • In the public best interest (eg public inquiry).


(Please note this list is not exhaustive and sometimes we might need to share your information with other organisations).


You have a right to object to the Trust sharing or using confidential information we have recorded about you.  You should raise objections at the point you are asked on your treatment pathway with us, should you change your mind and wish to raise objections later you can do this.  To help us support your wishes, you are asked to put in writing that you do not wish us to share your information, by contacting the team via email INFOSEC@SRFT.nhs.uk.  Your request will be processed and steps taken to prevent any further sharing of your information, as part of that process we may to want to discuss implications of this with you.


Have your say

We are keen to obtain your views on how you found your experience at the Trust.  We have devised a short questionnaire to help us understand how you felt we did during your visit.  To see where we may need to look to change processes, to make any improvements.  We ask you to spare five mins to complete this short survey.


Should you wish to give any specific feedback with comments, this would be better done direct via

Information Governance Team (Data Protection issues) on 0161 206 1130 or PALS (Patient Advice and Liaison Service) on 0161 206 2003.



access to health records

Access to health records

The Data Protection Act 1998 gives you the right (with some exceptions) to access the information we hold about you:

 

Your request must be made in writing to the Information Governance Department and include your full name, address, date of birth and NHS Number along with details of who you want the records sending to.  We will not disclose information to family or friends about medical matters, unless you specifically ask us to

 

If you want to receive copies of clinical letters sent to your GP, you can request a copy during your appointment

 

If you consider that any part of the information held in your record is inaccurate, you can apply to have this corrected.  If we agree that the information is incorrect, the alteration will be made. 

 

If you wish to obtain a copy of your health records, please contact us via:

Telephone: 0161 206 1130, or

Email: INFOSEC@SRFT.nhs.uk

To support you through this process, we have prepared application forms, to ensure we receive full details we require to find and release your information:

 

Sometimes there may be a small charge to receive your health records; we will discuss this with you if this happens.


Points to remember when completing an application:

 

  • Complete the correct application form (authorizing release of notes), providing as much information as possible;
  • Providing evidence to support the claim to have access to the records (eg parental evidence if requesting child records) (for Deceased records, providing evidence of your legal rights for Access to a Deceased person’s records)
  • Sign the form, authorising the search for the requested records;
  • Providing the relevant fee for processing your request (guidance);
  • Payments can be made by cheque payable to Salford Royal NHS Foundation Trust or
  • By card – via the cashiers office – 0161 206 5178
  • Providing Proof of identity (of the Patient/Service User), (copy of passport or photograph driving license) and proof of address (such as utility bill).  (NB, where you are requesting notes on behalf of another person additional ID checks are needed, proof of your legitimate rights to act on their behalf must also be sent through)
  • To review details of charges and additional guidance (download)

 

 

For information held by your own GP, please contact the Practice Manager directly.



freedom of information

Freedom of Information

The FOIA (Freedom of Information Act) lays down requirements for public bodies (including the NHS) to keep and make information available on request.   Any patient or public request for information under the FOIA must be promptly referred to the Information Governance Department, where requests are handled centrally.


For further information, please see our FOIA webpage


You have a right to object to the Trust sharing or using confidential information we have recorded about you.  You should raise objections at the point you are asked on your treatment pathway with us, should you change your mind and wish to raise objections later you can do this.  To help us support your wishes, you are asked to put in writing that you do not wish us to share your information, by contacting the team via email INFOSEC@SRFT.nhs.uk.  Your request will be processed and steps taken to prevent any further sharing of your information, as part of that process we may to want to discuss implications of this with you.


To mark your central record with your objections your GP can update your records.