While our Healthcare Professionals (e.g. nurse, doctor or specialist healthcare professional) are caring for you as patients, we need to keep records about your health and treatment so that we can provide you with the best possible care.
These records are called your ‘Health Care Record’ or ‘Medical Records’.
Your Health Care Record is always stored securely. It may be in paper form or on computer databases, and may include information such as:
- Your name, address and date of birth
- Details of your next of kin or named emergency contact
- Details of any appointments we have set up for you, with your permission
- Notes about your health and any treatments and/or procedures you have undergone
- Any monitoring results – e.g. blood pressure, temperature, heart-rate etc
How your Health Care Record is used to help you
Your Health Care Record is used to ensure that:
- Healthcare Professionals looking after you have accurate and up-to-date information about you, to help them assess and decide on any future care you may require.
- We can assess how well you have been looked after by us
- Your concerns can be properly investigated, should you make a complaint
How your Health Care Record is used to help the other care providers, ie: NHS
Health Care Records are used to assist with:
- Looking after the health of the general public – e.g. notifying central NHS groups of outbreaks of infectious diseases
- Reporting events to the appropriate authorities when we are required to do so by law – e.g. notification of infectious diseases
- An audit of the clinical quality of services provided
- Reporting and investigation of complaints, claims and incidents
- Service planning to ensure we meet the needs of our patients in the future
- Preparing statistics on our performance for the commissioning authorities
- Reviewing our care to ensure that it is of the highest standard
- Learning from the care we provide to help future teaching and training of Healthcare Professionals
- Reporting for future healthcare research and development e.g Health Needs Analysis reports
How you and your Health Care Record can improve what we do
CRG Medical Services is always looking at ways to improve our services. We may ask you to provide us feedback or your views about ways we are thinking of working in future. You might be asked to take part in a review of the work we do, or changes we are considering. If you are, we will contact you discretely and explain the review in detail to you, including why it is necessary and what it will involve.
If you decide that you would like to be involved, you will be asked to sign a consent form. If you do not want to take part, this will not affect your treatment in any way.
Summary Care Record (SCR)
For a patient to receive the best care from us it may be necessary for CRG Medical Services to access your NHS Summary Care Record (SCR), but only if you give us your consent. The Summary Care Record is held on a secure NHS database, with information provided through the NHS Care Records Service (NHS CRS). It is available nationally to authorised healthcare professionals and is accessed using a specially issued smartcard – which ensures that only authorised clinicians can read your records.
How we keep your information safe
Everyone working for the CRG Medical Services has a duty to keep your information confidential and secure. However, from time to time there may be a need to share some, or all, of your information with other health care professionals, NHS organisations or other qualified health care providers so that we can work together to obtain the best possible care.
We will only ever share your information if it is in the best interests for your care.
We will not disclose any information that identifies you to anyone outside your care team without your express permission, unless we are required to do so by law or in the best interests of your continuing care.
How you can arrange to see your own Health Care Records
CRG Medical Services upholds the ‘subject access provisions’ of the General Data Protection Regulation 2018 (GDPR), which entitles you to be able to view the information contained in your Health Care Record.
Please note the following points:
- You have a right to request that any inaccuracies be corrected or annotated, or that records are removed and ‘forgotten’.
- Your family and friends are not allowed to ask to see your records without your written consent.
- In certain circumstances your right to see some details in your health care record may be limited in your own best interests.
Submitting a request for access to your health records
If you would like to see or obtain a copy of your record you will need to make a written subject access request to the Clinical Governance Team at CRG Medical Services, please address correspondence to:
Post: Clinical Governance Team
CRG Medical Services
Suite 5 Century House – 6th Floor,
Please Note: You will be required to provide evidence of your identity. We will contact you (within five working days) with further details on how this can be provided.