Seafield & Cullen Medical Group has a legal duty to explain how we use any personal information we collect about you, as a registered patient at the practice. Staff at this practice maintain records about your health and the treatment you receive in electronic and paper format.
What information do we collect about you?
We will collect information such as personal details, including name, address, next of kin, records of appointments, visits, telephone calls, your health records, treatment and medications, test results, X-rays, etc. and any other relevant information to enable us to deliver effective medical care.
How we will use your information
Your data is collected for the purpose of providing direct patient care however, we can disclose this information if it is required by law, if you give consent or if it is justified in the public interest. The practice may be requested to support research however, we will always gain your consent before sharing your information with medical research databases when the law allows.
Sometimes the NHS also uses relevant information about your health to help improve NHS services and public health in Scotland – for example, to find out how many people have a particular illness or disease. If so, information that identifies you is removed if possible. If the NHS uses information that does identify you (for example, to include it in a disease register), they must explain how and why your information will be used.
Processing your information in this way and obtaining your consent ensures that we comply with Articles 6(1)(c), 6(1)(e) and 9(2)(h) of the GDPR.
Maintaining confidentiality and accessing your records
We are committed to maintaining confidentiality and protecting the information we hold about you. We adhere to the General Data Protection Regulation (GDPR), the NHSScotland Code of Practice, as well as guidance issued by the Information Commissioner’s Office (ICO). You have a right to access the information we hold about you, and if you would like to access this information, you will need to complete a Subject Access Request (SAR). Please ask at reception for a SAR form and you will be given further information. Furthermore, should you identify any inaccuracies, you have a right to have the inaccurate data corrected.
Risk stratification is a mechanism used to identify and subsequently manage those patients deemed as being at high risk of requiring urgent or emergency care. Usually this includes patients with long-term conditions, e.g. cancer. Your information is collected by a number of sources, including Seafield & Cullen Medical Group; this information is processed electronically and given a risk score which is relayed to your GP who can then decide on any necessary actions to ensure that you receive the most appropriate care.
Your information may be shared if you have received treatment to determine which health board is responsible for paying for your treatment. This information may include your name, address and treatment date. All of this information is held securely and confidentially; it will not be used for any other purpose or shared with any third parties.
You have a right to object to your information being shared. Should you wish to opt out of data collection, please contact a member of staff who will be able to explain how you can opt out and prevent the sharing of your information; this is done by writing to NSS, preventing your information from being shared outside this practice.
In accordance with the Records Management NHS Codes of Practice (Scotland), your healthcare records will be retained for the duration of your life and for 3 years after your death.
What to do if you have any questions
Contact the practice’s data controller via email at firstname.lastname@example.org. GP practices are data controllers for the data they hold about their patients.
- Write to the data controller at Seafield & Cullen Medical Group, Seafield Medical Centre, Barhill Road, Buckie. Moray. AB56 1FP.
- Ask to speak to the Practice Manager Heather Pirie or her deputy Gillian Thain.
Should you be unhappy with any element of our data-processing methods, you have the right to lodge a complaint with the ICO. For further details, visit ico.org.uk and select ‘Raising a concern’.
Patients Rights and Responsibilities
- Ensure our patients have 24-hour access to medical advice.
- Aim for you to have access to a suitably qualified medical professional within 48 hours of your initial contact during surgery hours, or in an urgent case, the same day.
- Work in partnership with you to achieve the best medical care possible.
- Involve you and listen to your opinions and views in all aspects of your medical care.
- The prevention of disease, illness and injury is a primary concern. The medical staff will advise and inform you of the steps you can take to promote good health and a healthy lifestyle.
We would respectfully ask that you:
- Treat staff with courtesy and respect.
- Let us know if you intend to cancel an appointment or are running late.
- Reception staff may have to ask some personal questions to assist us in providing you with the best service.
- Inform the practice staff of any alterations in your circumstances, such as change of surname, address or telephone number. Please ensure that we have your correct telephone number, even if it’s ex-directory.
As patients, you are responsible for your own health and that of any dependents. It is important that you adhere to information and advice given to you by health professionals, and co-operate with the practice in endeavouring to keep you healthy.
The practice complies with Data Protection and Access to Medical Records legislation. Identifiable information about you will be shared with others in the following circumstances:
- To provide further medical treatment for you e.g. from district nurses and hospital services.
- To help you get other services e.g. from the social work department. This requires your consent.
- When we have a duty to others e.g. in child protection cases.
Anonymised patient information will also be used at local and national level to help the Health Board and Government plan services e.g. for diabetic care. If you do not wish anonymous information about you to be used in such a way, please let us know.
Suggestions and Complaints
We welcome any suggestions or comments you may have regarding our service. Please address these to the Practice Manager.
You can make your complaint in person, by phone, by e-mail or in writing.
In line with NHS Scotland, we have a two stage complaints procedure. We will always try to deal with your complaint quickly but, if it is clear that the matter will need a detailed investigation, we will tell you and keep you updated on our progress.
Heather Pirie (Practice Manager), Seafield & Cullen Medical Group, Seafield Medical Centre, Barhill Road, BUCKIE, AB56 1FP
Tel: 01542 835577
Stage One – Early, local resolution
We will always try to resolve your complaint quickly, within five working days if we can. If you are dissatisfied with our response, you can ask us to consider your complaint at stage two.
Stage Two – Investigation
We will look at your complaint at this stage if you are dissatisfied with our response at stage one. We also look at some complaints immediately at this stage, if it is clear that they are complex or need detailed investigation. We will acknowledge your complaint within three working days. We will give you our decision as soon as possible. This will be after no more than 20 working days unless there is clearly a good reason for needing more time.
Scottish Public Services Ombudsman
If, after receiving our final decision on our complaint, you remain dissatisfied with our decision or the way we have handled your complaint, you can ask the SPSO to consider it. We will tell you how to do this when we send you our final decision.