Practice Policies

Practice Policies

Confidentiality & Medical Records

Locked blue folderThe 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.

Reception and administration staff require access to your medical records in order to do their jobs. These members of staff are bound by the same rules of confidentiality as the medical staff.

Named GP

Each of our patients has a 'named GP' - Dr Robert G Mitchell.   The named or 'usual GP' mainly performs an administration role in overseeing care on behalf of the patient.

It is always helpful, for your continuity of care, if you can follow through a medical problem that you may have with the same GP but we appreciate that this may not always be possible due to GP availability. 

Freedom of Information

Information about the General Practitioners and the practice required for disclosure under this act can be made available to the public. All requests for such information should be made to the practice manager.

Access to Records

In accordance with the Data Protection Act 1998 and Access to Health Records Act, patients may request to see their medical records. Such requests should be made through the practice manager.   No information will be released without the patient consent unless we are legally obliged to do so.


Customer service formWe make every effort to give the best service possible to everyone who attends our practice.

However, we are aware that things can go wrong resulting in a patient feeling that they have a genuine cause for complaint. If this is so, we would wish for the matter to be settled as quickly, and as amicably, as possible.

To pursue a complaint please contact the Practice Manager who will deal with your concerns appropriately. Further written information is available regarding the complaints procedure from reception.

Violence Policy

The NHS operate a zero tolerance policy with regard to violence and abuse and the practice has the right to remove violent patients from the list with immediate effect in order to safeguard practice staff, patients and other persons. Violence in this context includes actual or threatened physical violence or verbal abuse which leads to fear for a person’s safety. In this situation we will notify the patient in writing of their removal from the list and record in the patient’s medical records the fact of the removal and the circumstances leading to it.

Chaperone Policy

We understand patients can sometimes find some consultations, examinations and procedures distressing and uncomfortable. This policy is designed to protect both patients and staff from abuse or allegations of abuse and to assist patients to make an informed choice about their examinations and consultations. A variety of people can act as a chaperone in the practice. Chaperones may be termed 'formal' and 'informal'. Formal chaperones are clinical staff familiar with procedural aspects of personal examination e.g. HCA or Nurse. Informal chaperones can be present as many patients feel reassured by the presence of a familiar person and this request in almost all cases should be accepted.

How do I give consent for a member of my family or a carer to contact the surgery on my behalf?

At Dr Mitchell's surgery we will never discuss your medical information with someone unless you have given consent for us to do so. As a patient you are able to add third party consent to you record by returning the third party consent form.  Please note you may only wish for that person to discuss only certain aspects of your health and record with us (for example just test results) you do not have to give them full access if you do not wish to do so.

Your Health and Care Records

What is meant by health record?

Wherever you visit an NHS service a record is created for you.   This means medical information about you can be held in various places, including your GP practice, any hospital where you’ve had treatment, your dentist practice, and so on.

Since April 2015 all GPs should offer their patients online access to summary information of their GP records.    To find out more about how to access medical records online or in paper see the section      
How to access your health records. - (NHS Choices Website)

A health record (sometime referred to as medical record) should contain all the clinical information about the care you received.    This is important so every health professional involved at different stages of your care has access to your medical history such as allergies, operations or tests.    Based on this information, the health professional can make judgements about your care going forward. 

Your health records should include everything to do with your care including x-rays or discharge notes. The data in your records can include:

  • treatments received or ongoing
  • information about allergies
  • your medicines
  • any reactions to medications in the past
  • any known long-term conditions, such as diabetes or asthma
  • medical test results such as blood tests, allergy tests and other screenings
  • any lifestyle information that may be clinically relevant, such smoking, alcohol or weight 
  • personal data, such as your age, name and address
  • consultation notes, which your doctor takes during an appointment
  • hospital admission records, including the reason you were admitted to hospital
  • hospital discharge records, which will include the results of treatment and whether any follow-upa ppointments or care are required
  • X-rays
  • photographs and image slides, such as those produced by a magnetic resonance imaging (MRI) or computerised tomography (CT) scanner

Find out how long medical records are kept for. - (NHS Choices Website)

Keeping your online health and social care records safe and secure

Guidance is available to help you understand what an electronic health and care record is, how you can access it, who you may want to share it with and how to perform these actions securely.   This guidance was created by the Department of Health, working in collaboration with BCS, the Chartered Institute of IT, in 2013.

Download the patient guidance booklets:
Patient guidance booklet (PDF, 395kb)
Patient guidance summary A4 (PDF, 130kb)

Types of health record

What is a Summary Care Record?

All the settings where you receive healthcare keep their own medical records about you. These places can often only share information from your records by letter, fax or phone.   At times this delays information sharing which can affect decision making and slow down treatment.   To help improve the sharing of important information about you, the NHS in England is using an electronic record called the Summary Care Record.

Your Summary Care Record contains important information from the record held by your GP practice and includes details of any medicines you are taking, any allergies you suffer from and any bad reactions to medicines that you have previously experienced.   Your Summary Care Record also includes your name, address, date of birth and your unique NHS Number to help identify you correctly.

You may want your GP to add other details about your care to your Summary Care Record. This will only happen if both you and your GP agree to do this.   You should discuss your wishes with your GP practice.

Allowing authorised healthcare staff to have access to this information helps to improve decision making by doctors and other healthcare staff and has prevented mistakes being made when patients are being cared for in an emergency or when their GP practice is closed.

Access to your Summary Care Record is strictly controlled.   The only people who can see the information is the healthcare team currently in charge of your care.   They can only access your records via a special smartcard and access number (like a chip-and-pin card).   Healthcare staff will ask your permission every time they need to look at your Summary Care Record.   If they cannot ask you, e.g. because you're unconscious, healthcare staff may look at your record without asking you.   If they have to do this the decision will be recorded and checked to ensure that the access was appropriate.

You can choose to opt out of having a Summary Care Record at any time.   In that case, you need to let your GP practice know by filling in an opt-out form (PDF, 245.9kb).   If you are unsure if you have already opted out you should talk to the staff at your GP practice.   If you change your mind again simply ask your GP to create a new Summary Care Record for you.

Find more
information about Summary Care Records 
Read the
Summary Care Record patient leaflet (PDF, 888.2kb)

PRIVACY NOTICE How we use your personal information This fair processing notice explains why the GP practice collects information about you and how that information may be used. The health care professionals who provide you with care maintain records about your health and any treatment or care you have received previously (e.g. NHS Trust, GP Surgery, Walk-in clinic, etc.).   These records help to provide you with the best possible healthcare.  NHS health records may be electronic, on paper or a mixture of both, and we use a combination of working practices and technology to ensure that your information is kept confidential and secure.   Records which this GP Practice holds about you may include the following information:   Details about you, such as your address, carers, legal representative, emergency contact details

 Any contact the surgery has had with you, such as appointments, clinic visits, emergency appointments etc.

 Notes and reports about your health

 Details about your treatment and care

 Results of investigations such as laboratory tests, X-rays etc

 Relevant information from other healthcare professionals and those who care for you  To ensure you receive the best possible care, your records are used to facilitate the care you receive.   Information held about you may be used to help protect the health of the public and to help us manage the NHS.   Information may be used within the GP practice for clinical audit to monitor the quality of the service provided.  Some of this information will be held centrally and used for statistical purposes.  Where we do this, we take strict measures to ensure that individual patients cannot be identified.  Sometimes your information may be requested to be used for research purposes – the surgery will always gain your consent before releasing the information for this purpose.  Risk Stratification Risk stratification data tools are increasingly being used in the NHS to help determine a person’s risk of suffering a particular condition, preventing an unplanned or (re)admission and identifying a need for preventive intervention.  Information about you is collected from a number of sources including NHS Trusts and from this GP Practice.   A risk score is then arrived at through an analysis of your de-identified information using software managed by EmBed Consortium, and is only provided back to your GP as data controller in an identifiable form.   Risk stratification enables your GP to focus on preventing ill health and not just the treatment of sickness.   If necessary your GP may be able to offer you additional services.   Please note that you have the right to opt out of your data being used in this way. Privacy Notice (February 2017)  

Medicines Management

The Practice may conduct Medicines Management Reviews of medications prescribed to its patients.   This service performs a review of prescribed medications to ensure patients receive the most appropriate, up to date and cost effective treatments.   This service is provided to practices within the East Riding of Yorkshire Clinical Commissioning Group Commissioning Support Unit.  How do we maintain the confidentiality of your records? We are committed to protecting your privacy and will only use information collected lawfully in accordance with:

 Data Protection Act 1998 and General Data Protection Regulation 2016

 Human Rights Act 1998

 Common Law Duty of Confidentiality

 Health and Social Care Act 2012

 NHS Codes of Confidentiality, Information Security and Records Management

 Information: To Share or Not to Share Review  Every member of staff who works for an NHS organisation has a legal obligation to keep information about you confidential.  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 any third party without your permission unless there are exceptional circumstances (i.e. life or death situations), where the law requires information to be passed on and / or in accordance with the new information sharing principle following Dame Fiona Caldicott’s information sharing review (Information to share or not to share) where “The duty to share information can be as important as the duty to protect patient confidentiality.”     This means that health and social care professionals should have the confidence to share information in the best interests of their patients within the framework set out by the Caldicott principles.   They should be supported by the policies of their employers, regulators and professional bodies.  Who are our partner organisations? We may also have to share your information, subject to strict agreements on how it will be used, with the following organisations:

 NHS Trusts / Foundation Trusts

 GP’s

 NHS Commissioning Support Units

 Independent Contractors such as dentists, opticians, pharmacists

 Private Sector Providers

 Voluntary Sector Providers

 Ambulance Trusts

 Clinical Commissioning Groups

 Social Care Services

 Health and Social Care Information Centre (HSCIC)

 Local Authorities

 Education Services

 Fire and Rescue Services

 Police and Judicial Services

 Other ‘data processors’ which you will be informed of Privacy Notice (February 2017)  

You will be informed who your data will be shared with and in some cases asked for explicit consent for this happen when this is required.

We may also use external companies to process personal information, such as for archiving purposes.   These companies are bound by contractual agreements to ensure information is kept confidential and secure. Access to personal information You have a right under the Data Protection Act 1998 to request access to view or to obtain copies of what information the surgery holds about you and to have it amended should it be inaccurate. In order to request this, you need to do the following:

 Your request must be made in writing to the GP – for information from the hospital you should write direct to them

 We are required to respond to you within one month.

 You need to give adequate information (for example full name, address, date of birth, NHS number and details of your request) so that your identity can be verified and your records located  Objections / Complaints Should you have any concerns about how your information is managed at the practice, please contact the Practice Manager.   If you are still unhappy following a review by the GP practice, you can then complain to the Information Commissioners Office (ICO) via their website ( If you are happy for your data to be extracted and used for the purposes described in this privacy notice then you do not need to do anything.   If you have any concerns about how your data is shared then please contact the practice.  Change of Details It is important that you tell the person treating you if any of your details such as your name or address have changed or if any of your details such as date of birth is incorrect in order for this to be amended.  You have a responsibility to inform us of any changes so our records are accurate and up to date for you.  Notification The Data Protection Act 1998 requires organisations to register a notification with the Information Commissioner to describe the purposes for which they process personal and sensitive information. This information is publicly available on the Information Commissioners Office website The practice is registered with the Information Commissioners Office (ICO).

Data Protection officer (DPO)

The practice has appointed Barry Jackson to be the Data Protection Officer (DPO).    He is employed by N3i and can be contacted through their service desk on phone: 0300 002 0001 or email: Who is the Data Controller? The Data Controller, responsible for keeping your information secure and confidential is: Dr R G Mitchell Complaints Should you have any concerns about how your information is managed by the Practice please contact the Practice Manager at the following address: Dr R G Mitchell's Surgery, 15 School Lane, North Ferriby HU14 3DBIf you are still unhappy following a review by the Practice you can then complain to the Information Commissioners Office (ICO).,, telephone: 0303 123 1113 (local rate) or 01625 545 745.


WebSite Information Privacy Policy

We have created this information privacy statement in order to demonstrate our commitment to the privacy of any personal information provided by those visiting and interacting with this web site. We hold the privacy of your personal information in the highest regard. The following discloses our information gathering and dissemination practices for this website.

We recognize the importance of protecting your privacy and our policy is designed to assist you in understanding how we collect, use and safeguard the personal information you provide to us and to assist you in making informed decisions when using our site. This policy will be continuously assessed against new technologies, business practices and our patients' needs.

What Information Do We Collect?

When you visit this web site you may provide us with two types of information: personal information you knowingly choose to disclose that is collected on an individual basis and web site use information collected on an aggregate basis as you and others browse our Web site (cookies).

1. Personal Information You Choose to Provide:

Registration / Application / Feedback Information
When you complete any of the forms for information, services or feedback on the surgery services you will provide us some information about yourself.

Email Information
If you choose to correspond with us through email, we may retain the content of your email messages together with your email address and our responses. We provide the same protections for these electronic communications that we employ in the maintenance of information received by mail and telephone.

2. Web Site Use Information

Similar to other Web sites, our Web site utilizes a standard technology called "cookies" (see explanation below, "What Are Cookies?") and web server log files to collect information about how our Web site is used. Information gathered through cookies and Web server logs may include the date and time of visits, the pages viewed, time spent at our Web site, and the Web sites visited just before and just after our Web site.

How Do We Use the Information That You Provide to Us?

Broadly speaking, we use personal information for purposes of administering services to patients, including providing the repeat prescription service you requested, to process applications for registration or travel health, to monitor the use of the service to improve our content and offerings, and customize our site's content, layout, services and for other lawful purposes. These uses improve our site and better tailor it to meet your needs.

Furthermore, such information may be shared with others within the practice.

What Are Cookies?

A cookie is a very small text document, which often includes an anonymous unique identifier. When you visit a Web site, that site's computer asks your computer for permission to store this file in a part of your hard drive specifically designated for cookies. Each Web site can send its own cookie to your browser if your browser's preferences allow it, but (to protect your privacy) your browser only permits a Web site to access the cookies it has already sent to you, not the cookies sent to you by other sites. Browsers are usually set to accept cookies. However, if you would prefer not to receive cookies, you may alter the configuration of your browser to refuse cookies. If you choose to have your browser refuse cookies, it is possible that some areas of our site will not function as effectively when viewed by the user. A cookie cannot retrieve any other data from your hard drive or pass on computer viruses.

How Do We Use Information We Collect from Cookies?

As you visit and browse our Web site, the site uses cookies to differentiate you from other users. In some cases, we also use cookies to prevent you from having to log in more than is necessary for security. Cookies, in conjunction with our Web server's log files, allow us to calculate the aggregate number of people visiting our Web site and which parts of the site are most popular. This helps us gather feedback to constantly improve our Web site and better serve our patients. Cookies do not allow us to gather any personal information about you and we do not intentionally store any personal information that your browser provided to us in your cookies.

IP Addresses

IP addresses are used by your computer every time you are connected to the Internet. Your IP address is a number that is used by computers on the network to identify your computer. IP addresses are automatically collected by our web server as part of demographic and profile data known as traffic data so that data (such as the Web pages you request) can be sent to you.

Sharing and Selling Information

We do not share, sell, lend or lease any of the information that uniquely identifies a user (such as email addresses or personal details) with anyone except to the extent it is necessary to process transactions or provide services that you have requested.

How Can You Access and Correct Your Information?

You may request access to all your personally identifiable information that we collect online and maintain in our database by emailing us at our email address listed in the Contact page.

What About Legally Compelled Disclosure of Information?

We may disclose information when legally compelled to do so, in other words, when we, in good faith, believe that the law requires it or for the protection of our legal rights. We may also disclose account information when we have reason to believe that disclosing this information is necessary to identify, contact or bring legal action against someone who may be violating our Terms of Service or to protect the safety of our users and the Public.

What About Other Web Sites Linked to Our Web Site?

We are not responsible for the practices employed by Web sites linked to or from our Web site or the information or content contained therein. Often links to other Web sites are provided solely as pointers to information on topics that may be useful to the users of our Web site.

Please remember that when you use a link to go from our Website to another web site, our Privacy Policy is no longer in effect. Your browsing and interaction on any other web site, including web sites, which have a link on our Website, is subject to that Web site's own rules and policies. Please read over those rules and policies before proceeding.

Your Consent

By using our Web site you consent to our collection and use of your personal information as described in this Privacy Policy. We reserve the right to amend this privacy policy at any time with or without notice.

Our Commitment To Data Security:

Please note that your information will be stored and processed on our computers in the United Kingdom. The laws on holding personal data in the United Kingdom may be less stringent than the laws of your Country of residence or citizenship. To prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online.


We do not currently send any email information that require users to subscribe. However, should this occur in the future we will always allow visitors and regular users to unsubscribe to any such service so that they will not receive future messages. After unsubscribing we will discontinue sending the particular messages as soon as technically feasible.


From time-to-time our site will request information from users via surveys. Participation in these surveys is completely voluntary and the user therefore has a choice whether or not to disclose this information. Information requested may include contact information (such as name and address), and demographic information (such as post code, age level). Survey information will be used for purposes of monitoring or improving the use and satisfaction of this site and/or the services offered by the Surgery.

A Special Note About Children

Children are not eligible to use our services unsupervised and we ask that children (under the age of 14) do not submit any personal information to us. If you are a minor, you can use this service only in conjunction with permission and guidance from your parents or guardians.

Policy Modifications

We may change this Privacy Policy from time to time. If/when changes are made to this privacy policy, we will post a notice on the relevant page to alert users. We will publish any changes here, so be sure to check back periodically. However, please be assured that if the Privacy Policy changes in the future, we will not use the personal information you have submitted to us under this Privacy Policy in a manner that is materially inconsistent with this Privacy Policy, without your prior consent.

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