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How Lime Grove Medical Centre, Matlock uses your information to provide you with healthcare

This practice keeps medical records confidential and complies with the General Data Protection Regulation.

We hold your medical record so that we can provide you with safe care and treatment.


We will also use your information so that this practice can check and review the quality of the care we provide. This helps us to improve our services to you.


  • We will share relevant information from your medical record with other health or social care staff or organisations when they provide you with care. For example, your GP will share information when they refer you to a specialist in a hospital. Or your GP will send details about your prescription to your chosen pharmacy.



  • Healthcare staff working in A&E and out of hours care will also have access to your information. For example, it is important that staff who are treating you in an emergency know if you have any allergic reactions. This will involve the use of your Summary Care Record , the MIG ( Medical Interoperability Gateway) or , if locally generated, a Derbyshire Health and Social Plan For more information , please see appendices or speak to the practice manager.


  • You have the right to object to information being shared for your own care. Please speak to the practice if you wish to object. You also have the right to have any mistakes or errors corrected.

Other important information about how your information is used to provide you with healthcare

Registering for NHS care


·         All patients who receive NHS care are registered on a national database.


·         This database holds your name, address, date of birth and NHS Number but it does not hold information about the care you receive.


·         The database is held by NHS Digital, a national organisation which has legal responsibilities to collect NHS data.


·         More information can be found at: [Link to relevant website] or the phone number for general enquires at or ring NHS Digital on 0300 303 5678]




Identifying patients who might be at risk of certain diseases


·         Your medical records will be searched by a computer programme so that we can identify patients who might be at high risk from certain diseases such as heart disease or unplanned admissions to hospital.


·         This means we can offer patients additional care or support as early as possible.


·         This process will involve linking information from your GP record with information from other health or social care services you have used.


·         Information which identifies you will only be seen by this practice.


·         More information can be found at: or speak to the practice.






·         Sometimes we need to share information so that other people, including healthcare staff, children or others with safeguarding needs, are protected from risk of harm.


·         These circumstances are rare.


·         We do not need your consent or agreement to do this.


·         Please see our local policies for more information:



We are required by law to provide you with the following information about how we handle your information.

Data Controller contact details


Lime Grove Medical Centre , Lime Grove Walk , Matlock , Derbyshire, DE4 3FD 01629 581586


Data Protection Officer contact details


Paul Couldrey – PCIG Consulting Limited    

0115 838 6770


Purpose of the processing


·         To give direct health or social care to individual patients.


·         For example, when a patient agrees to a referral for direct care, such as to a hospital, relevant information about the patient will be shared with the other healthcare staff to enable them to give appropriate advice, investigations, treatments and/or care.


·         To check and review the quality of care. (This is called audit and clinical governance).

Lawful basis for processing


These purposes are supported under the following sections of the GDPR:


Article 6(1)(e) ‘…necessary for the performance of a task carried out in the public interest or in the exercise of official authority…’; and


Article 9(2)(h) ‘necessary for the purposes of preventative or occupational medicine for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services...”


Healthcare staff will also respect and comply with their obligations under the common law duty of confidence.

Recipient or categories of recipients of the processed data


The data will be shared with:

·         healthcare professionals and staff in this surgery;

·         local hospitals and hospices and palliative care team

·         Adult and child mental health services

·         out of hours services;

·         diagnostic and treatment centres;

·         Pharmacies

·         Community services providers : physiotherapy, occupational therapy, dentistry, podiatry, health visiting and school visiting services,opticians,audiology,heart failure, respiratory and diabetic nurse specialists

·         Live Life Better Service

·         Call Derbyshire as the contact point for Social Services

·         Clinical Navigation service

·         or other organisations involved in the provision of direct care to individual patients.


·         The Data Processor-

TPP Systmone 1 TPP House, 129 Low Lane Horsforth Leeds LS18 5PX


Rights to object


·         You have the right to object to information being shared between those who are providing you with direct care.


·         This may affect the care you receive – please speak to the practice.


·         You are not able to object to your name, address and other demographic information being sent to NHS Digital.


·         This is necessary if you wish to be registered to receive NHS care.


·         You are not able to object when information is legitimately shared for safeguarding reasons.


·         In appropriate circumstances it is a legal and professional requirement to share information for safeguarding reasons. This is to protect people from harm.


·         The information will be shared with the local safeguarding service Derbyshire County Council


Right to access and correct

·         You have the right to access your medical record and have any errors or mistakes corrected. Please speak to a member of staff or look at our ‘subject access request’ policy on the practice website – insert link.


  • We are not aware of any circumstances in which you will have the right to delete correct information from your medical record; although you are free to obtain your own legal advice if you believe there is no lawful purpose for which we hold the information and contact us if you hold a different view.


Retention period


GP medical records will be kept in line with the law and national guidance. Information on how long records are kept can be found at:

or speak to the practice.


Right to complain


You have the right to complain to the Information Commissioner’s Office. If you wish to complain follow this link or call the helpline 0303 123 1113


Data we get from other organisations

We receive information about your health from other organisations who are involved in providing you with health and social care. For example, if you go to hospital for treatment or an operation the hospital will send us a letter to let us know what happens. This means your GP medical record is kept up-to date when you receive care from other parts of the health service.






Summary Care Records (SCR) - information for patients

Your Summary Care Record is a short summary of your GP medical records. It tells other health and care staff who care for you about the medicines you take and your allergies. This means they can give you better care if you need health care away from your usual doctor's surgery:

  • in an emergency
  • when you're on holiday
  • when your surgery is closed
  • at out-patient clinics
  • when you visit a pharmacy

Ask your doctor to include additional information on your SCR

You can add more information to your SCR by asking your doctor. They can add extra details from your medical notes, including:

  • health problems like dementia or diabetes
  • details of your carer
  • your treatment preferences
  • communication needs, for example if you have hearing difficulties or need an interpreter

This will help medical staff care for you properly, and respect your choices, when you need care away from your GP surgery. This is because having more information on your SCR means they will have a better understanding of your needs and preferences.

When you are treated away from your usual doctor's surgery, the health care staff there can't see your GP medical records. Looking at your SCR can speed up your care and make sure you are given the right medicines and treatment.

Protecting your SCR information

Staff will ask your permission to look at your SCR (except in an emergency where you are unconscious, for example) and only staff with the right levels of security clearance can access the system, so your information is secure. You can ask an organisation to show you a record of who has looked at your SCR - this is called a Subject Access Request.

Opting out

SCRs improve care, but if you don't want to have one you can opt out. To opt-out please put your request in writing to the practice.






The aim of MIG is to provide you with the best possible support and improve the efficiency of connections between health and social care settings. This means your information, such as recent blood results, is available when it's most needed, prevents you repeating information and reduces error e.g. being prescribed medicine you are allergic to.

It is a system designed for only clinical staff to see coded sections of your GP record. It works on a need to know basis and so data will not be stored anywhere other than with your GP surgery as the clinical professionals will not be able to edit information only view it.

MIG requires your EXPLICIT CONSENT to view at the point of care. This means you must chose to consent in response to a direct question asked by the health or social care professional before they are able to view your record. For all patients there is implied consent to share information unless you opt-out, but this information cannot be accessed without your consent at the point of care.

The following information will be available for clinical staff as coded data:

  1. Patient demographics
  2. Summary including past and current problems, current medication, allergies and recent adverse reactions
  3. Problem view
  4. Diagnosis (current and past)
  5. Medications
  6. Risks and warnings
  7. Procedures (operations and immunisations) 
  8. Investigations (tests, ECG, imaging)
  9. Examination (blood pressure only)
  10. Events (admissions and referrals)
  11. End of life care/supportive care data sets (this may be outlined in a supporting document and therefore contains free text)

Visit the Derbyshire Health and Social Care Website or pick up a leaflet from the waiting room to find out more about MIG.


To opt-out please put your request in writing to the practice.



Derbyshire Health & Social Care Plan


The Derbyshire Health & Social Care Plan (DHSCP) was designed by Derbyshire Health United (DHU) clinicians to ensure that seamless patient care takes place out of hours, when GP practices are closed. DHSCPs are designed for patients with long term conditions and complex healthcare needs, including end of life patients. The scheme helps to prevent unnecessary admissions to hospital and attendance at A&E, lower patient anxiety, provides reassurance and allows patients to access the most appropriate healthcare and advice quickly.


Who would benefit from DHSCP?


The service is suitable for people with complex health problems and long term conditions such as Chronic Obstructive Pulmonary Disease (COPD), those requiring palliative care, frequent users of Accident and Emergency (A&E) and 999, also some people with Mental Health Conditions and Learning Difficulties.


How does DHSCP work?


The scheme is devised around use of the DHSCP which is devised by the patient by their own GP or other health care professional e.g. District Nurse, Community Matron, etc. and then shared with DHU, by secure e-mail. The plan is valid for up to 6 months and is kept on a database at DHU which is the Out-of-Hours GP service in Derbyshire. DHU currently share the information with NHS Direct, East Midlands Ambulance Service, Royal Derby Hospitals and Chesterfield Royal Hospital. Patients should contact 111 when their own GP surgery is closed and they feel unwell. Patients will have their own copy of the DHSCP, which will help them decide when further medical help is needed.


The medical team at DHU will be able to access the current and relevant medical details on the DHSCP, which will enable the Clinician to organise the most appropriate medical care. This could be telephone advice, Primary Care Centre appointment, home visit by a health professional or referral to hospital if appropriate etc.


If you think yourself or someone you know may benefit from the scheme please contact your GP surgery or Community Matron/District Nurse to ask about DHSCP

Please see below for specific privacy notices.

Privacy Notice Payments

Privacy Notice Safeguarding

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Privacy Notice Public Health

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