How we use your health records

Why we collect information about you

In order to ensure that you receive the best possible care, the health professionals caring for you keep records about your health, together with any treatment and care you receive from the NHS.

This information may be stored electronically or on paper and may include:

• Basic details about you, such as address, date of birth, next of kin 

• Contact we have had with you, such as clinic visits 

• Notes and reports about your health 

• Details and records about your treatment and care 

• Results of x-rays, laboratory tests etc. 

• Relevant information from people who care for you and know you well, such as health professionals and relatives

It is essential we have your correct details including your NHS Number, to ensure appropriate care and treatment is provided to you.

Always check your personal details are correct when you visit us.

How your records are used

The people who care for you use your records to:

• Provide accurate and up to date information to assess your health and decide the most appropriate care and treatment for you 

• Review and improve the quality of care you receive and ensure it is safe and effective 

• Ensure appropriate information is available if you need to see another doctor, or be referred to a specialist or another part of the NHS 

• Investigate your concerns if you have a query, complaint or legal claim

How your records are used to help others

• To help protect the health of the general public 

• To pay your GP, dentist and hospital for the care they provide to you 

• To review and audit the care we provide to ensure it is of the highest standards 

• To plan and manage the health service to ensure it meets patient’s needs

The following use of records will be with your consent:

• To train health care workers 

• To carry out research

Who we might share your information with:

• General Practitioners (GPs) 

• NHS Trusts (Hospitals or Primary Care Trusts) 

• Ambulance services 

• Department of Health or other NHS bodies involved in your care

We may also share information for your benefit and with your consent  subject to strict sharing protocols about how it will be used, with:

• Social Services 

• Education Services 

• Local Authorities (Councils) 

• Voluntary Sector Providers 

• Private Sector Providers

We may also use external companies to process personal information, such as for archiving purposes.

These organisations will be bound by contractual agreements to ensure information is kept confidential and secure in compliance with the Data Protection Act 1998.

Some information will be held centrally for statistical purposes. In these instances we take strict measures to ensure that individual patients cannot be identified.

How we keep your records confidential

Everyone working for the NHS has a legal duty to keep information about you confidential, secure and accurate.

We may need to share some information about you so we can all work together for your benefit.

We will not share information that identifies you for any reason, unless:

• You ask us to do so

• We ask and you give us specific permission

• We have to do this by law

• Where the health and safety of others is at risk

• Where special permission has been given in the overriding interest of the public

Further details about how your health information is shared safely and securely can be found in ‘The NHS Care Records Service  - Your Questions Answered’ leaflet available from Patient Advice and Liaison Service (PALS)  Telephone: 0845 6031 068 or online: www.nhscarerecords.nhs.uk

Our guiding principle is that we are holding your records in Strict Confidence

Your right to see your records

The Data Protection Act gives you the right of access to the information we hold about you:

• Your request must be in writing to the organisation holding your information 

• We will need details including full name, address, date of birth and NHS number 

• There may be a small charge; we will discuss this with you 

• We are required to respond to you within 40 days

To access your information or for further details contact:

The Freedom of Information Officer

Tel: 01254 282202

E-mail: foi@bwd.nhs.uk 

The Data Protection Act 1998 requires organisations tonotify the Information Commissioner of the purposes for which they process personal information.  The details are publicly available from:

The Information Commissioner

Wycliffe House

Water Lane, Wilmslow

Cheshire, SK9 5AF

Telephone:  01625 545745

Online: www.ico.gov.uk