Access to Personal Information
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
Accessible Information Standard
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.
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.
Confidentiality of your Records
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
- 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.
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 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’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.”
Your Data Matters to the NHS
Information about your health and care helps us to improve your individual care, speed up diagnosis, plan your local services and research new treatments. The NHS is committed to keeping patient information safe and always being clear about how it is used.
How your data is used
Information about your individual care such as treatment and diagnoses is collected about you whenever you use health and care services. It is also used to help us and other organisations for research and planning such as research into new treatments, deciding where to put GP clinics and planning for the number of doctors and nurses in your local hospital. It is only used in this way when there is a clear legal basis to use the information to help improve health and care for you, your family and future generations.
Wherever possible we try to use data that does not identify you, but sometimes it is necessary to use your confidential patient information.
You have a choice
You do not need to do anything if you are happy about how your information is used. If you do not want your confidential patient information to be used for research and planning, you can choose to opt out securely online or through a telephone service. You can change your mind about your choice at any time.
Will choosing this opt-out affect your care and treatment?
No, choosing to opt out will not affect how information is used to support your care and treatment. You will still be invited for screening services, such as screenings for bowel cancer.
What do you need to do?
If you are happy for your confidential patient information to be used for research and planning, you do not need to do anything.
To find out more about the benefits of data sharing, how data is protected, or to make/change your opt-out choice visit www.nhs.uk/your-nhs-data-matters
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.
New Enhanced Sharing Model
Important information about your patient records held at this service
Patient choice regarding sharing of health records
Electronic records are kept in all the places where you receive healthcare. Often, NHS Care Services can usually only share information from those records by letter email, fax or phone. At times, this can slow down your treatment and mean information is hard to access.
This service uses a secure computer system that allows the sharing of full electronic records across different NHS Care Services. This form is not about your Summary Care Record (SCR), it is asking your sharing preferences regarding your full detailed electronic record.
We are telling you about this, as you have a choice to make. You can choose to share or not to share your full electronic record with other NHS Care Services where you are treated and whether we can view records held by those other services.
If you choose to make your record shareable, the shareable record is only viewable by units who register and are treating you, by staff with appropriate smartcard access roles and if you consent for them to view the shared record. All record accesses are recorded and auditable. You can also ask for part of your record to be made private – not shareable.
You have two choices:
- Sharing Out – This controls whether your full electronic patient record can be shared with other NHS Care Services where you are treated. Let us know if your records should be Shareable or Not Shareable
- Sharing In – This controls whether you agree for this service to view information you’ve agreed to share at other NHS Care Services. Let us know if we can view your shared record from elsewhere or if you do not want it to be viewable to us.
Please let us know your choices. You can change your mind at any time by informing us.
In the event of an emergency:
In certain circumstances, such as if you are unconscious or there is a court order, healthcare staff may look at your record without asking you. If they have to do this, a note will be made on your record. If we share information without your permission, we will make sure that we keep to the Data Protection Act 1998, the NHS confidentiality code of practice and other national guidelines on best practice.
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.
GP Net Earnings
Publication of GP net earnings
All GP practices are required to declare the mean earnings (e.g. average pay) for GPs working to deliver NHS services to patients at each practice.
However, it should be noted that the prescribed method for calculating earnings is potentially misleading because it takes no account of how much time doctors spend working in the practice and should not be used to form any judgement about GP earnings, nor to make any comparison with any other practice.
The average pay for GPs working in Tong Medical Practice in the last financial year was £79,740 before tax and National Insurance. This is for 1 full time GPs, 1 part time GPs and 4 locum GPs who worked in the practice for more than six months.”
How we use your information
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:
- It is required by law
- You provide consent – either implicitly or for the sake of their own care, or explicitly for other purposes
- 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.
- 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
Our Aim is to Improve the Health and Wellbeing of Local People
To be a ‘One Stop Shop Service’ for patients
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 3rd 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
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.
Statement of Intent
Tong Medical Practice – Statement of Intent
Your Medical Records and You – Statement of Intent
Summary Care Records
It is important that your medical record is available when and where you need it.
You may feel if you have an extensive medical history, that it is very important for some of your medical information to be available if you were on holiday away from the practice area and or taken ill and ended up in hospital. Having your Summary Care Record (SCR) available will help anyone treating you without your full medical record. They will have access to information about any medication you may be taking and any drugs that you have a recorded allergy or sensitivity to.
Your SCR is automatically updated on at least a daily basis to ensure that your information is as up to date as it can possibly be. Of course if you do not want your medical records to be available in this way then you will need to let us know so that we can update your record.
Your medical records when joining or leaving the practice.
It is very important that you are registered with a Doctor near to where you live. We encourage patients to do this as soon as possible if they move in or out of the practice area. Once you have re registered with a new GP, your medical records will be removed from your previous doctor and forwarded on to your new GP via NHS England.
If you move to a GP Surgery or newly Register with us and both practices use the same clinical computer system , your electronic medical record will be available to them/us as soon as you have registered with your new Practice. This is called GP2GP.
On line access to booking appointments, ordering repeat prescriptions and viewing your summary care record.
If you are already registered to use our secure on line access for appointments and ordering repeat prescriptions, you now have the option to view on line a summary of your medical information ; medications and allergies . And any other data, where agreed with the doctor and subject to your consent will be made available to you. If you wish to have access to this information , please let the receptionist know so they can activate this for you.
If you have not already Registered for a Patient online access and you would like to book Appointments, order Repeat Prescriptions and /or have access to a summary of your medical information securely on line, please see the Receptionist
Statement of Purpose
Summary Care Record
There is a new Central NHS Computer System called the Summary Care Record (SCR). It is an electronic record which contains information about the medicines you take, allergies you suffer from and any bad reactions to medicines you have had.
Why do I need a Summary Care Record?
Storing information in one place makes it easier for healthcare staff to treat you in an emergency, or when your GP practice is closed.
This information could make a difference to how a doctor decides to care for you, for example which medicines they choose to prescribe for you.
Who can see it?
Only Healthcare staff involved in your care can see your Summary Care Record.
How do I know if I have one?
Over half of the population of England now have a Summary Care Record. You can find out whether Summary Care Records have come to your area by looking at our interactive map or by asking your GP
Do I have to have one?
No, it is not compulsory. If you choose to opt out of the scheme, then you will need to complete a form and bring it along to the Surgery. You can use the form at the foot of this page.
For further information visit the NHS Care records website.