The Integrated Care Clinics
Our privacy notice explains how we look after your personal data.
Producing and maintaining paper and/or electronic records is an essential process to support the operations and functions of our healthcare business. These records are essential in providing evidence of actions to support your assessment, diagnosis and/or treatment with us.
We have a legal duty to protect any personal information we collect and confirm that we comply with the principles of the Data Protection Act 1998 by taking all reasonable steps to ensure that:
*Personal data is only used when it is fair and lawful to do so.
*Personal data, obtained for a specific, lawful reason is not subsequently processed for a further incompatible purpose.
*Only necessary personal data will be gathered.
*Personal data held will be accurate and kept up-to-date.
*Personal data will not be held longer than is necessary.
*Individuals can access information about themselves in accordance with their rights under the Data Protection Act 1998.
*Personal data will be held safely and securely.
*Personal data is not transferred outside of the European Economic Area.
If we hold your personal data then you have rights in relation to what we do with it. You can ask for a copy of the data we hold about you by making a ‘subject access request’. If you wish to make such a request please write to us:
The Integrated Care Clinics
Cams Hall Estate
Or email firstname.lastname@example.org
Please note, in accordance with guidelines set by the Information Commissioners Officer there is a charge for dealing with this request. We will provide your information to you 40 calendar days from receipt of:
*Your request containing adequate supporting information to verify your identification.
*An indication of what information you are requesting to enable us to locate it in an efficient manner.
*The fee. For example £10 for electronically held records and £50 for paper records.
*For the further information regarding this please see: www. ico.org.uk
How to make a complaint:
If you are not happy with how we handle your personal data, or with any element of your treatment with us, please tell us. If we are unable to deal with your complaint during the initial telephone call, the handling of your complaint will be overseen by our Complaints Officer.
The issues will most likely be given to the relevant departmental manager to review in the first instance. We will make every effort to deal with your enquiry immediately. Where this is not possible, we will acknowledge receipt of your complaint within 2 working days and continue our investigations as quickly as possible.
If we have been unable to advise you of the outcome of our investigation within 10 working days, we will contact you again to advise you of our progress. If we are unable to resolve your complaint to your satisfaction, you may write to the Director of Clinical Governance and Administration at the above address. Your letter will be acknowledged within 2 working days and a final response will be provided to you within 15 working days.
We take our duty to protect your personal information and confidentiality very seriously and we are committed to taking all reasonable measures to ensure the confidentiality and security of personal data for which we are responsible, whether computerised or on paper.
At Board level, we have appointed a Senior Information Risk Owner who is accountable for the management of all information assets and any associated risks and incidents, and a Caldicott Guardian who is responsible for the management of patient information and patient confidentiality.
Why do we collect information about you?
The information we have about you, helps to ensure you receive the best possible treatment with us. These records will mainly be held electronically. These records may include:
*Basic details about you such as name, address, date of birth, etc.
*Contact we have had with you such as appointments or clinic visits.
*Notes and reports about your treatment with us.
*Results of x-rays, scans etc, where relevant to your treatment with us.
*Relevant information from people who provide your treatment.
It is essential that your details are accurate and up-to-date. Therefore please advise us if any personal details change.
How your personal information is used?
*The healthcare professionals involved in your assessment, diagnostics or treatment have accurate and up to date information to assess you.
*Healthcare professionals have the information they need to be able to assess and improve the quality and type of treatment you receive.
*Your concerns can be properly investigated if a complaint is raised.
*Appropriate information is available if you see another therapist, or are referred to a specialist outside our organisation.
Who do we share personal information with?
All staff have a legal duty to keep information about you confidential. Similarly, anyone who receives information from us has a legal duty to keep it confidential. The consent form you may sign during your treatment gives full details of who we may share your information with. For example:
*The organisation instructing us to provide you with assessment, diagnostic or treatment service.
*Your GP, if directly relevant to or after your treatment with us.
We will not disclose your information to any other third parties without your permission unless there are exceptional circumstances, such as if the health and safety of others is at risk or if the law requires us to pass on information. How your personal information is used to improve our service: Your information may also be used to help us to continually review the effectiveness of our services:
*Review the care we provide to ensure it is of the highest standard and quality.
*Ensure our services can meet patient needs in the future.
*Investigate patient queries, complaints etc.
*Prepare statistics on our performance.
*Helping to train and educate our healthcare professionals.
SMS text messaging
When speaking with our booking and administrative staff, or attending our service for an outpatient appointment, you may be asked to confirm that we have an accurate contact number and mobile telephone number for you. This can be used to provide appointment details and reminders via SMS text messages.
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We regularly review this privacy notice. If you think we’ve got something wrong or missed something out or you would like more information about our procedures please let us know at the above address.