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Data Protection

Patient Confidentiality

Your medical record is a life-long history of your consultations, illnesses, investigations,Locked blue folder prescriptions and other treatments.  The professional relationship with the patient sits at the heart of good general practice and is based on mutual trust and confidentiality. The story of that relationship over the years is your medical record.

If you move to another area or practice, we will send your medical records to the health authority to be passed to your new practice. However, we do keep a record of all entries into your records made whilst you were registered with this practice.

You have a right to keep your personal health information confidential between you and your Doctor.  This applies to everyone over the age of 16 years and in certain cases to those under 16.  The law does impose a few exceptions to this rule but apart from those (listed below) you have a right to know who has access to your medical records.

All our practice staff have full access to the computerized medical records system.  They are governed by strict codes of confidentiality and will not disclose health information without your consent.  It is our policy to have a single medical and nursing record for each patient.  We firmly believe that this offers the best opportunity for delivering the highest quality of care from a modern primary care team.

The practice employs locum GPs from time to time for holiday relief etc, who have access to the computerized medical records system.  They are also governed by the same professional confidentiality as your GP and will not disclose medical information without your consent.

The practice must keep the primary care trust up to date with all registration changes and must notify them of certain procedures that we carry out on patients under Enhanced Services where we are paid for performing these procedures.  Local authorities and government agencies such as social services and the benefits agency may require medical reports on you from time to time.  These may not include your written consent, but we will assume that you wish us to complete these reports in your best interest.  Failure to co-operate with these agencies can lead to patients' loss of benefits or other support.

Life assurance companies frequently ask for medical reports on prospective clients from their GP.  GPs must disclose all relevant medical conditions in these reports.  You can ask to see the report before it is sent back to the company: an appointment will be made with the GP and a £10 charge will be made as this is a private service.  You can instruct us not to make a full disclosure, but we must then inform the insurance company of your instructions.

To protect your privacy and confidentiality we will not normally disclose any medical information over the telephone or by fax unless we are sure that we are talking or faxing to you.  This means that we will not disclose information to family, friends or colleagues about any medical matters at all unless we know we have your written agreement to do so.


Electronic Data Sharing Model (eDSM)confidential_file

Today, electronic records are kept in all the places where you receive healthcare. These NHS Care Services can usually only share information from your records by letter, email, fax or phone. At times, this can slow down your treatment and mean information is hard to access.

Brook Square Surgery uses a secure computer system called SystmOne that allows the sharing of full electronic records across different NHS Care Services 

This patient record sharing system will allow patients to decide which information they would like to securely share from their GP record and from other services where you may be receiving NHS care.

You can decide whether you want to securely share any of your information recorded in the practice with other NHS Services – this is known as ‘sharing out’

For completeness of your records and to help our clinical team make informed decisions about your health, it is our practice policy to automatically have access to information shared in to your records by all other health care professionals involved in your care - this is known as ‘sharing in’

For more details about information sharing please pick up a leaflet and consent form from reception or follow the links below.

eDSM A Guide for Patients 

eDSM Share Out Consent Form 


    Care Data Programme


NHS England is commissioning a modern data service from the Health and Social Care Information Centre

(HSCIC) on behalf of the entire health and social care system.

Under the Health and Social Care Act 2012, NHS England has the power to direct the HSCIC to collect information from all providers of NHS care, including GP practices.

For more information please see the attached documents.



Patient Opt Out Form 

You can find out more on the NHS England Care Data website


Summary Care Record

 The NHS in England are changing the way we store and manage your health records. You can find out more by clicking the icon on the right

summary care recordFor further information visit the HSCIC Website

If you choose to opt out of the scheme, then you will need to complete a form and bring it along to the surgery.

Subscribe to the newsletter Download the opt out form >>>>



Freedom of Information

Information about the General Practioners and the practice required for disclosure under this act can be made available to the public. Your request must be in writing and can be either posted or emailed to NHS England.

For postal requests, please send to the following address:

NHS England
PO Box 16738
B97 9PT

Email requests should be sent to Please write “Freedom of Information” in the subject line.

BSS- Freedom of Information Act Leaflet.pdf


Access to Records

In accordance with the Data Protection Act 1998 and Access to Health Records Act, patients may request to see their medical records. Such requests should be made through the practice manager and may be subject to an administration charge. No information will be released without the patient consent unless we are legally obliged to do so.

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