The DPA gives patients the right to view any information held about them – the ‘Right of Subject Access’. Explain the process and who to contact. You can find your practice registration number by entering your Practice name in the ‘Name’ box here; ico.org.uk/ESDWebPages/Search

The aim of the accessible information standard is to make sure that people who have a disability, impairment or sensory loss get information that they can access and understand, and any communication support that they need.

If you have a information or communication need, please let Reception know and we can quickly update your records to show this requirement.

Appointment cancellation.

All appointments must be cancelled 24 hours before the time of the appointment. If you fail to cancel any appointments, you will be given a did not attend letter.

How do we maintain the confidentiality of your records?

We are committed to protecting your privacy and will only use information collected lawfully in accordance with the Data Protection Act 1998 (which is overseen by the Information Commissioner’s Office), Human Rights Act, the Common Law Duty of Confidentiality, and the NHS Codes of Confidentiality and Security. Every staff member who works for an NHS organisation has a legal obligation to maintain the confidentiality of patient information.

All of our staff, contractors and committee members receive appropriate and regular training to ensure they are aware of their personal responsibilities and have legal and contractual obligations to uphold confidentiality, enforceable through disciplinary procedures. Only a limited number of authorised staff have access to personal information where it is appropriate to their role and is strictly on a need-to-know basis.

We maintain our duty of confidentiality to you at all times. We will only ever use or pass on information about you if others involved in your care have a genuine need for it. We will not disclose your information to any third party without your permission unless there are exceptional circumstances (i.e. life or death situations), or where the law requires information to be passed on.

Who are our partner organisations?

We may also have to share your information, subject to strict agreements on how it will be used, with the following organisations:

• NHS Trusts
• Specialist Trusts
• Independent Contractors such as dentists, opticians, pharmacists
• Private Sector Providers
• Voluntary Sector Providers
• Ambulance Trusts
• Clinical Commissioning Groups
• Social Care Services
• Local Authorities
• Education Services
• Fire and Rescue Services
• Police
• Other ‘data processors’

Access to personal information

You have a right under the Data Protection Act 2018 to access/view information the practice holds about you, and to have it amended or removed should it be inaccurate. This is known as ‘the right of subject access’. If we do hold information about you we will:

• give you a description of it
• tell you why we are holding it
• tell you who it could be disclosed to
• let you have a copy of the information in an intelligible form

If you would like to make a ‘subject access request’, please contact the practice manager in writing. There may be a charge for this service. Any changes to this notice will be published on our website and on the practice notice board.

The practice is registered as a data controller under the Data Protection Act 2018. The registration number is Z5807440 and can be viewed online in the public register at http://www.ico.org.uk/

The practice data protection officer is Rachael Nicholson .  If you wish to raise a concern about data protection please contact Rachael Nicholson Data Protection Officer at Scorex House, 1 Bolton Road, Bradford, BD1 4AS

Change of Details

It is important that you tell the person treating you if any of your details such as your name or address have changed or if any of your details such as date of birth is incorrect in order for this to be amended. You have a responsibility to inform us of any changes so our records are accurate and up to date for you.

Notification

The Data Protection Act 1998 requires organisations to register a notification with the Information Commissioner to describe the purposes for which they process personal and sensitive information. This information is publicly available on the Information Commissioners Office website www.ico.org.uk. The practice is registered with the Information Commissioners Office (ICO).

Who is the Data Controller?

The Data Controller, responsible for keeping your information secure and confidential is Practice Manager. Any changes to this notice will be published on our website and displayed in prominent notices in the surgery.

The Partnership is registered as a data controller under the Data Protection Act 2018 Tong Medical Practice Z5807440 Our registration can be viewed on-line in the public register at www.ico.org.uk

Further information

Further information about the way in which the NHS uses personal information and your rights in that respect can be found in:

• The NHS Care Record Guarantee www.nigb.nhs.uk/pubs/nhscrg.pdf
• The NHS Constitution www.gov.uk/government/publications/the-nhs-constitution-for-england
• NHS Digital’s Guide to Confidentiality in Health & Social Care gives more information on the rules around information sharing content.digital.nhs.uk/article/4979/Assuring-information

An independent review of information about patients is shared across the health and care system led by Dame Fiona Caldicott was conducted in 2012. The report, Information: To share or not to share? The Information Governance Review, be found at: www.gov.uk/government/publications/the-information-governance-review

NHS England – Better Data, Informed Commissioning, Driving Improved Outcomes: Clinical Data Sets provides further information about the data flowing within the NHS to support commissioning.

Please visit the NHS Digital website for further information about their work. Information about their responsibility for collecting data from across the health and social care system can be found.

The Information Commissioner’s Office is the Regulator for the Data Protection Act 1998 and offer independent advice and guidance on the law and personal data, including your rights and how to access your personal information. For further information please visit the www.ico.gov.uk

Primary Care Network

We are a member of BD4 plus Primary Care Network (PCN).  This means we will be working closely with a number of other Practices and health and care organisations to provide healthcare services to you. During the course of our work we may share your information with these Practices and health care organisations/professionals.  We will only share this information where it relates to your direct healthcare needs.  When we do this, we will always ensure that appropriate agreements are in place to protect your information and keep it safe and secure. This is also what the Law requires us to do.

If you would like to see the information the PCN holds about you please contact the Rachael Nicholson Data Protection Officer at Scorex House, 1 Bolton Road, Bradford, BD1 4AS

Daljeet Sharry-Khan – Data Protection Officer

Scorex House (West),

1 Bolton Road,

Bradford,

BD1 4AS

[email protected]

Bradford’s Tong Medical Practice is rated ‘outstanding’ by the Care Quality Commission

The Care Quality Commission (CQC) has found the quality of care provided by Tong Medical Practice to be Outstanding following an inspection carried out in February 2015.

Inspectors found that the practice was providing an innovative, safe, caring, effective, responsive and well led service that is dedicated to improving outcomes for its patients. The practice was rated as Outstanding for the care and treatment provided to all population groups.

Tong Medical Practice provides a primary care service to patients living in and around Bradford. The practice also provides services one morning a week at Holme Wood Health Centre also in Bradford.

A full report of the inspection has been published today: www.cqc.org.uk/location/1-587967049

Under CQC’s new programme of inspections, all England’s GP practices are being given a rating according to whether they are safe, effective, caring, responsive and well led.

The report on Tong Medical Practice highlights a number of areas of good and outstanding practice, including:

• The practice had a dedicated member of staff in a patient liaison role. Their role included working with the patient participation group (PPG) and the community interest company (CIC) to improve services for patients.
• One GP had a specific interest to improve care for patients with mental ill health and learning disabilities. This GP provided extended appointments for patients with mental health problems, and was a resource for other clinicians.
• Working closely with the local secondary school, the practice established weekly drop in clinics for young people to discuss health concerns and we saw that there was a good level of take up of this service.
• The practice worked very closely with other health professionals, community and voluntary services, and were focused on using every opportunity for health promotion. A community interest company, Healthy Lifestyle, had been initiated at the practice and provided a wide range of additional clinics and services for patients.
• The majority of patients spoke positively about the care and treatment they received. Patients also told inspectors that staff at the practice were very good at signposting them to services offering support and that the practice had set up a number of support groups for patients.
• There was a clear leadership structure and staff felt supported by management. The practice proactively sought feedback from staff and patients, which it acted on.

Sue McMillan, deputy chief inspector of General Practice in the North said:

“It is clear that Tong Medical Practice is providing an effective, highly responsive and caring service which is a real asset to the people living in this part of Bradford.

“I was particularly impressed with practice’s proactive work to encourage patient engagement amongst the younger population and initiate positive service improvements.

“We found that staff demonstrated a sound understanding of the differing needs of their patients and acted on these needs in the planning and delivery of its services

“The GPs and staff have demonstrated a real commitment to their patient’s wellbeing.

“All of this hard work and dedication pays off in making a real difference for their patients – which is why we have found this practice to be Outstanding.”

Dr Angela Moulson, senior GP partner at Tong Medical Practice, said: “We are delighted that the CQC has recognised our practice as ‘outstanding’. We are the first in Bradford – and the first in Yorkshire and Humber – to be rated at such a high level and puts the practice among the best in the country, which makes us extremely proud.

“We have a fantastic skilled team of staff who work hard and really care about our patients, their health and how we can help them improve their overall wellbeing. The report highlights the strong links we have with the local community and how this enhances our relationship with patients by better understanding of their lifestyles and the challenges, both medical and social, that many of them face.

“By working closely with voluntary and community sector partners, we’re able to offer a wider service by signposting people to help and advice which can have a positive impact on their health and wellbeing. We have over 8,000 patients but we treat them all as individuals, engage with them and listen to their feedback, and always try to offer the very best care we can.”

Dr Andy Withers, clinical chair of NHS Bradford Districts CCG, added: “This CQC report is great news; it shows how strong leadership, coupled with the engagement of staff and patients alike, makes for a very effective GP practice, which delivers care tailored to the needs of the local community.

“Staff at the practice should be rightly proud of their achievement as it reflects the commitment they have to their patients and their drive to help people live healthier lifestyles, whatever their background and circumstances, by offering high quality care and working closely with other support services.”

Under the Data Protection Act, the data controller is the person or organisation that will decide the purpose and the manner in which any personal data will be processed – they have overall control of the data they collect, and decide how and why it will be processed.

A GP Practice is a data controller for the patient information it collects, and should already have data processing arrangements with third parties (e.g. IT systems providers) to ensure they do not use or access data unlawfully; the data controllers will have ultimate responsibility for the Practices’ compliance with the DPA.

Personal data must be processed in a fair manner – the DPA says that information should be treated as being obtained fairly if it is provided by a person who is legally authorised or required to provide it. Fair Processing means that the Practice has to be clear and open with people about how their information is used.

Providing a ‘Privacy Notice’ is a way of stating the Practice’s commitment to being transparent and is a part of fair processing, however you also need to consider the effects of processing on the individuals and patients concerned;

• What information are we collecting?
• Who collects the data?
• How is it collected?
• Why do we collect it?
• How will we use the data?
• Who will we share it with?
• What is the effect on the individuals?
• If we use it as intended, will it cause individuals to object or complain?

Conducting a Privacy Impact Assessment is an effective way of assessing whether you can safely collect or use patient data according to the DPA and Information Governance requirements.

This privacy notice explains why we as a Practice collect information about our patients and how we use that information.

Tong Medical Practice manages patient information in accordance with existing laws and with guidance from organisations that govern the provision of healthcare in England such as the Department of Health and the General Medical Council.

We are committed to protecting your privacy and will only use information collected lawfully in accordance with:

• Data Protection Act 2018
• Human Rights Act 1998
• Common Law Duty of Confidentiality
• Health and Social Care Act 2012
• NHS Codes of Confidentiality and Information Security

As data controllers, GPs have fair processing responsibilities under the Data Protection Act 2018. In practice, this means ensuring that your personal confidential data (PCD) is handled clearly and transparently, and in a reasonably expected way.

The Health and Social Care Act 2012 changed the way that personal confidential data is processed, therefore it is important that our patients are aware of and understand these changes, and that you have an opportunity to object and know how to do so.

The health care professionals who provide you with care maintain records about your health and any NHS treatment or care you have received (e.g. NHS Hospital Trust, GP Surgery, Walk-in clinic, etc.). These records help to provide you with the best possible healthcare.

NHS health records may be processed electronically, on paper or a mixture of both; a combination of working practices and technology are used to ensure that your information is kept confidential and secure. Records held by this GP practice may include the following information:

• Details about you, such as address and next of kin
• Any contact the practice has had with you, including appointments (emergency or scheduled), clinic visits, etc.
• Notes and reports about your health
• Details about treatment and care received
• Results of investigations, such as laboratory tests, x-rays, etc.
• Relevant information from other health professionals, relatives or those who care for you

The practice collects and holds data for the sole purpose of providing healthcare services to our patients and we will ensure that the information is kept confidential. However, we can disclose personal information if:

1. It is required by law
2. You provide consent – either implicitly or for the sake of their own care, or explicitly for other purposes
3. It is justified to be in the public interest. Some of this information will be held centrally and used for statistical purposes. Where we hold data centrally, we take strict and secure measures to ensure that individual patients cannot be identified.Information may be used for clinical audit purposes to monitor the quality of service provided, and may be held centrally and used for statistical purposes. Where we do this we ensure that patient records cannot be identified.Sometimes your information may be requested to be used for clinical research purposes – the practice will always endeavour to gain your consent before releasing the information.Improvements in information technology are also making it possible for us to share data with other healthcare providers with the objective of providing you with better care.Patients can choose to withdraw their consent to their data being used in this way. When the practice is about to participate in any new data-sharing scheme we will make patients aware by displaying prominent notices in the surgery and on our website at least four weeks before the scheme is due to start. We will also explain clearly what you have to do to ‘opt-out’ of each new scheme.A patient can object to their personal information being shared with other health care providers but if this limits the treatment that you can receive then the doctor will explain this to you at the time.
4.  Mobile Telephone : f you provide us with your mobile phone number we may use this to send you reminders about any appointments or other health screening information being carried out.

If you have received treatment within the NHS your personal information may be shared within a strictly monitored, secure and confidential environment in order to determine which Clinical Commissioning Group should pay for the treatment or procedure you have received.

Information such as your name, address and date of treatment may be passed on to enable the billing process – these details are held in a secure environment and kept confidential. This information will only be used to validate invoices, and will not be shared for any further commissioning purposes.

If a patient has had NHS treatment, their personal information may be shared within a secure and confidential environment to determine which CCG should pay for the treatment received. This means sharing identifiable information such as name, address, date of treatment etc. to enable the billing process.

Tong Medical Practice Mission Statement

If the Practice shares information with any external organisations (within or outside the NHS), then let patients know by listing them. Partner organisations will usually include NHS organisations (hospitals, CCGs, NHS England etc.) other public sectors (Education, Police, Fire etc.) and any other Data Processors that may be carrying out specific project work with the Practice (e.g. Diabetes UK).

What is a Privacy Notice?

A Privacy Notice (or ‘Fair Processing Notice’) is an explanation of what information the Practice collects on patients, and how it is used. Being transparent and providing clear information to patients about how a Practice uses their personal data is an essential requirement of the Data Protection Act 2018.

Under the DPA, the first principle is to process personal data in a fair and lawful manner, and applies to everything that is done with patient’s personal information. In practice, this means that the Practice must;

• have legitimate reasons for the use or collection of personal data
• not use the data in a way that may cause adverse effects on the individuals (e.g. improper sharing of their information with 3^rd parties)
• be transparent about how you the data will be used, and give appropriate privacy notices when collecting their personal data
• handle personal data only as reasonably expected to do so
• make no unlawful use of the collected data

Privacy Notice

Privacy Notice Information

National Data Opt Out – Privacy Notices

Risk stratification

Risk stratification involves applying computer searches to your medical records  from a number of sources, including NHS trusts and GP practices, to identify those patients who are most at risk of certain medical conditions, such as heart disease, and who will benefit from clinical care to help prevent or better treat their condition.  It’s a process for identifying and managing patients who are most likely to need hospital or other healthcare services, so that such patients can receive additional care/support from their GP or care team as early as possible. The aim is to prevent ill health and possible future hospital stays, rather than wait for you to become sick.

Section 251 of the NHS Act 2006 provides a statutory legal basis to process personal health related data for risk stratification purposes.

Please be reassured that any information which identifies you – resulting from the aforementioned computer searches – will only be seen by this Practice.

If you do not wish information about you to be included in the risk stratification programme, please let us know. We can add a code to your health care record that will stop your information from being used for this purpose. “

This is a process to identify and manage patients that are more likely to need secondary care – information is collected in order to assess their ‘Risk Score’ and is sent to NHS organisations to assess and return the results to the GP Practice. This is an acceptable way of assessing patients’ needs and prevent ill health, however it is also regarded as a disclosure of personal information, and patients have the option to opt out of any data collection at the Practice, and needs to be made clear to them.

Risk stratification is a process for identifying and managing patients who are at high risk of requiring emergency or urgent care. Typically this is because patients have a long term condition such as COPD, cancer or other medical condition at risk of sudden worsening. NHS England (the national Commissioning Board) encourages GPs to use risk stratification tools as part of their local strategies for supporting patients with long-term conditions and to provide care plans and planned care with the aim to prevent avoidable admissions or other emergency care.

Information about you is collected from a number of sources including NHS Trusts and from this GP practice. A risk score is then arrived at through an analysis of your de-identified information using software provided by CCG as the data processor and is provided back in an identifiable form to your GP or member of your care team as data controller.

Risk stratification enables your GP to focus on preventing ill health and not just the treatment of sickness. If necessary your GP may be able to offer you additional services.

Please note that you have the right to opt out of Risk Stratification.

Should you have any concerns about how your information is managed, or wish to opt out of any data collection at the practice, please contact the practice, or your healthcare professional to discuss how the disclosure of your personal information can be limited.

Patients have the right to change their minds and reverse a previous decision. Please contact the practice, if you change your mind regarding any previous choice.