CHANGE OF ADDRESS

If you move address, please inform the surgery at your earliest convenience in order for us to update your records. Also if you are awaiting a hospital appointment please notify the relevant hospital and department of your change of address to avoid missing the appointment letter that will be sent to you.

If is essential that we have your current telephone number if you wish to use the Patient Partner booking service.

Please email us at: adminteam@gp-w97001.wales.nhs.uk

PATIENT RECORDS

In order to keep our records up to date, we would appreciate it if you could please take the time to provide the practice with details of your smoking status, height and weight. Please email us at: adminteam@gp-w97001.wales.nhs.uk

Thank you.

Information required -
Name, Address and DOB.
Smoker, Ex Smoker or Never Smoked.
Height
Weight

TELEPHONE NUMBERS

In order for the practice to keep our records up to date, please ensure that we have all contact telephone numbers for you, including mobile, work and home numbers. Thankyou.

Confidentiality

Confidentiality of patient information is an essential part of medical care. Because the NHS is large and complex, confidentiality issues are regulated. This is because confidential information needs to be shared amongst different people and those working in the NHS have to keep it safe.

For instance, when your doctor refers you to a hospital specialist, he or she has to write a letter to that Specialist with your personal and medical details. It is not just the doctors concerned who see that information. It is also the secretary who types the letter, the clerk who files it in your records at the hospital, and the nurse who may be assisting the doctor that you see. There are also numerous others. When the specialist sends a report back to us, that letter is seen by clerical staff at this health centre who scan it into our computer system. This makes the information accessible by all the doctors and nurses and some others who work here.

We and the whole NHS recognise that patients have the right to confidentiality, and the right to know what its limitations are, and how we look after your personal information. We also recognise that you have a right to have a say in who sees your information and to be able to control it.

Why We Collect information About You

Your doctor and other health professionals caring for you keep records about your health and any treatment and care you receive. These help ensure that you receive the best possible care from us.

They may be written down or held on a computer. The records may include basic details about you, such as address and next of kin. We will record information on the contacts we have had with you, such as clinic visits as well as recording notes and reports about your health and any treatment and care you need. We will record results of investigations such as X-rays and laboratory tests and also keep a record of relevant information from other health professionals such as hospital doctors.

How Your Records Are Used To Help You

Your records are used to guide and administer the care you receive to ensure that your doctor or other health care professional has accurate and up to date information to assess your health and decide what care you need when you visit in the future. Your records will also help to inform any other health care professional outside the surgery should you be referred elsewhere in the NHS.   Your records will ensure that there is a good basis for assessing the type and quality of care you receive and it allows us to address and properly investigate any concerns you may have if you need to complain.

How Your Records Are Used To Help The NHS

Your information may also be used to help the NHS in general by assessing the health of the general public. It will also help us investigate complaints and untoward incidents, make sure our services can meet patient needs in the future and to review the care we provide to ensure that it is of the highest standard and help us train our healthcare professionals.

How We Keep Your Records Confidential

Everyone working for the NHS has a legal duty to keep information about you confidential. You may be receiving care from other people in the NHS. We may need to share some information about you so we can work together for your benefit. We will only ever use or pass on information about you if others involved in your care have a genuine need for it.

We will not disclose your information to third parties without your permission unless there are exceptional circumstances, such as when your health or safety or others is at risk or where the law requires information to be passed on. Anyone who receives information from us is also under a legal duty to keep it confidential.

OUR GUIDING PRINCIPLE IS THAT WE ARE HOLDING YOUR RECORDS IN THE STRICTEST CONFIDENCE.

How You Can Get Access To Your Own Health Records

The Data Protection Act 1998, allows you to find out what information about you is held on computer and in certain manual records. It applies to your health records.

If you want to see your records, you should make a written request to the Business Manager. You are entitled to recieve a copy but should note that a charge will be made. You should also be aware that in certain circumstances your right to see some details in your health records may be limited.

Freedom Of Information Act 2000 - Publication Scheme

Introduction

This leaflet is a guide to the Freedom of Information Act 2000 and our Publication Scheme. A more detailed document on the Practice Publication Scheme is available, which we will be pleased to print for you upon request.

The Publication Scheme is a guide on the information that we will routinely make available to the public on the Practice. It is a description on information about our GPs and the Practice which we will make publicly available. We will not publish personal information about our patients nor will we publish information about certain aspects of our business.

All information held at the West Quay Medical Centre is done so in accordance with NHS Best Practice Guides.

Our commitment to publish information excludes any information which can be legitimately withheld under the Freedom of Information Act.

How Much Will It Cost?

Most of what we will provide will be free of charge. When we develop our web site, you will be able to download copies of most of our policies, practices and procedures. If we make documents available on the web, then we will not provide you with hard copies free of charge, but will make a charge for doing so.

If your request for information is in excess of what is described as reasonable within the Act, then you will be asked to make a payment for the information. If we do not recieve that payment, you will not recieve the information you requested.

How Is The Information made Available?

All requests for information must be submitted to:

Mr Colin Blackwell
Business Manager
West Quay Medical Centre
Hood Road
Barry
CF62 5QN

Email: Colin.Blackwell@gp-w97001.wales.nhs.uk

Your Right to Information

In addition to information under the Publication Scheme, you are also entitled to request information about the Practice under the NHS Openness Code 1995. The Freedom of Information Act recognises that you have the right to know how public services are organised and run, how much they cost and how decisions are made. There are certain exemptions on the type of information which can be released. If we do not release information to you, we will explain why we have withheld it.

You are also entitled to access your clinical records under the Data Protection Act. If you wish to access information under this legislation, please contact our Business Manager.

Classes of Information

The information we hold is grouped into the following:

1. Who we are
Details of the practice, organisational structures, key personnel, names of GP Partners, relevant medical and managerial staff, and a full list of services offered and provided.

2. Our Services
The range of services we provide under contract to the NHS include:

• Baby Clinics
• Cervical Cytology
• Child Health Surveillance
• Contraceptive Services
• Counselling
• Disease Management
• District Nursing Services
• Immunisations
• Maternity Services
• Minor Surgery

3. Financial Information and Funding Arrangements
West Quay Medical Centre receives the majority of its funding from the Vale of Glamorgan Local Health Board for the provision of patient healthcare services to our patients within our catchment areas in Barry and Rhoose. We also receive funding for providing direct services to Cardiff and Vale NHS Trust as well as a small proportion of income from insurance companies for providing medical reports. The Practice also receives income from treating patients for non NHS service such as certain vaccinations, driving licence examinations and private medical certificates.

4. Policies and Procedures
The Practice will classify and publish details of its financial, personnel and health and safety policies and procedures.

Classes of Information

Within our Practice, we are continuing to develop systems for managing governance issues. We have named individuals who have specific responsibilities, both clinical and non-clinical.

• Dr Stephen Matthews has responsibility for clinical governance issues and is the appointed Caldicott Officer.
• Dr Stephen Jones has responsibility for child protection issues and is our lead on all matters relating to the safety and welfare of children.
• Our Business Manager, Mr Colin Blackwell is responsible for Data Protection, Freedom of Information, Health and Safety, Risk Management and Quality Standards.

Operation of This Publication Scheme

The Practice will publicise any changes to this scheme, as soon as reasonably practicable to do so.

Patient Charter

• Please click here to open a copy of our Patient Charter

Zero Tolerance

• Please click here to open a copy of our Zero Tolerance Policy