Personal data may be used for the following reasons:
Contact details, contracts, DBS applications, pay, tax, social security, minutes of meetings, use of IT, appraisal forms, holiday requests, training applications.
Contact details, health records, referrals, letters, and Insurance details
Personal data may be processed for the following data subjects:
Staff current /former/locums/potential employees • Patients current/ previous/carers/relatives/guardians/third party representatives
Equipment servicing /repair • Cleaners • Estate
Sharing and disclosure
Appraisal • References • Incident reports/forms • Insurance and banking • Referrals • Results • Letters to other service providers
Staff files • Patient’s notes • Bills • Insurance forms • Consent forms • Insurance payment forms
TM3 • Banking • Nuffield • Vitality health • Bupa • Quick books
Fixed • Cloud
Assessing the risk
What information is being collected and how? Personal details and health care information
Where is the information being collected from? Data subjects and IT system
How often is the information being collected? During consultations, which are on an as needed basis
What is the purpose for using information? To enable the provision of effected treatment
When and how will the information be proceeded? Recorded during or soon after consultation onto TM3 clinical system or paper format
Is the use of the information linked to the reason for the information being collected? Yes
What is the process for ensuring the accuracy of data?
Asking the data subject to confirm details and ensuring the correct patient record is used when recording the information
What are the consequences if data is inaccurate?
Incorrect patient record updated; delay in treatment and or referral; potentially adverse impact on patient health
What security processes are in place to protect the data?
Only authorised users can access the data
What controls are in place to safe guard only authorised access to the data?
All users have an individual log on and the system is password restricted.
Data subject access
What processes are in place for data subject access?
Data subjects can access limited information using online services or by requesting to see their clinical notes.
How can data subjects verify the lawfulness of the processing of data held about them?
By accessing their records and viewing how information has been processed
How do data subjects request that inaccuracies are rectified?
Data subjects can request that information held about them be changed by asking for an appointment with the data controller
Will information be shared outside the practice; are data subjects made aware of this?
Why will this information be shared; is this explained to data subjects?
Yes, to facilitate the necessary examination and treatment of data subjects
Are there robust procedures in place for third party requests which prevent unauthorised access?
Yes, authority must be provided by the third party who also included either a written statement or consent form, signed by the data subject
Retention of data
What are the retention periods associated with the data?
Mental health records are kept indefinitely. Paediatric records and all other data subject records are kept for 30 years
What is the disposal process and how is this done in a secure manner?
At the end of the retention period the records will be reviewed and if no longer needed they will be destroyed
Where is data stored? If data is moved off site, what is the process; how can data security be assured?
Patient data is stored electronically on TM3 and some paper records are stored in a lockable cupboard which can only be accessed by authorised personnel