Practice Policies

 

Confidentiality Policy Practice 2

1. Policy overview

The reasons for the Policy:

• all information held at the Practice about patients is confidential, whether held electronically or in hard copy.
• other information about the Practice (for example its financial matters) is confidential
• staff will by necessity have access to such confidential information from time to time.

The practice regards the confidentiality of patient and staff information as prime importance.   As part of staff induction, all staff are trained to ensure that Patient information remains within the confines of the Practice premises.  It is important that staff should sign a confidentiality undertaking to ensure the security of patient, practice and personnel information, verbal, written or electronic is protected.

2. Applicability

The policy applies to all employees and Partners, and also applies to other people who work at the Practice e.g. locum GP's, non-employed nursing staff, temporary staff and contractors.

The work of the practice includes access to personal, written and computerised patient information, and at all times this should be treated as confidential and protected from unauthorised disclosure.  It is an express condition of employment that no employee may divulge to a person outside of the Practice such information or/and the outward transmission of any such information or data.

3. Procedure

The terms of the Policy:

• all back-up information, graphics, data, statistics, reports, etc, prepared for or obtained as a result of such work and activity is totally confidential to the Practice and must only be used for it's purpose
• no such information (including Medical Records) may be removed from the Practice premises (other than in the ordinary course of business) without the prior written ( and express) authority of the Practice Manager
• staff must not under any circumstances disclose patient information to anyone outside the Practice, except to other health professionals on a need to know basis, or where the patient has provided written consent
• staff must not under any circumstances disclose other confidential information about the Practice to anyone outside the Practice unless with the express consent of the Practice Manager/Senior Partner
• staff should limit any disclosure about confidential information only to those who need to know within the Practice
• computer and other systems
  • staff must take particular care that confidential information is not transmitted in error by email or over the internet
  • electronic transfer of any confidential information, once approved by the Practice Manager/Senior Partner, must be transmitted via the NHS net
  • employees may only operate within the areas of their specific duties and the security access of that individual must only be used.  Security access used by another employee's access code is strictly forbidden
  • access to a computer system is reserved authorised personnel only
  • in no instance should any computer owned or leased by the Practice be used for any purpose other that the legitimate work of the Practice
• staff must be aware of and conform to the requirements of the Caldicott recommendations
• staff who suspect a breach of confidentiality must inform the Practice Manager/Senior Partner immediately
• any breach of confidentiality will be considered as a serious disciplinary offence and may lead to instant termination of employment.  Accidential breach will also be regarded as a breach of Practice rules and may be subject to disciplinary action
• staff remain bound by the requirement to keep information and confidential even if they are no longer employed at the Practice

 

Records Management

Records Management will be the responsibility of the Lead GP, delegated to the Practice Manager. Records containing personal or patient identifiable information will be managed in accordance with the principles of the Data Protection Act.  The Practice has a file structure of filing both patient and non patient information.   Paper patient records are filed alphabetically and stored in an appropriate way.  Paper Non patient and business information is stored in either the Practice Manager’s office or in the Practice archive. 

The documents held in the Practice Manager’s office are current documents needed regularly by the Practice Manager or reference information.  The Practice Manager will keep an up to date contents list showing what is in the filing cabinets and where they are stored.  All documents placed in the archive are no longer current, but need to be retained for a period of time.  These documents must be placed in files, in clearly labelled boxes and with destruction dates written on the file and the box where appropriate.  These dates will be in line with the Practice document retention schedule.

Patient electronic records are stored in the Practice clinical system and must be kept tidy.  This involves effective read coding for ease of searching and ensuring that sections such as the problem lists are kept to a minimum.  This is done by checking the list or consultation notes before entering a first instance of a problem.

Non patient electronic records are stored either on the Practice shared drive, or for sensitive business / personnel records on the hard drive of the Practice Managers computer.  The latter is regularly backed up onto a flash drive.

Retention and Destruction of Records

The Practice has a document retention schedule that has been drawn up in line with current NHS Guidelines (Department of Health (Whitehall) guidance, WHC (2000) 71 and HSC/217 1999 and WHC (99) 7.

 

Both paper and electronic records should be regularly reviewed and obsolete or out of date records should be destroyed in a secure fashion (confidential shredding or permanent deletion from the computer files)

Outcome

• Understanding of the process for information storage and management

Conclusion

Effective storage and management of paper and electronic records is important to ensure that information is easy to locate and access.  Record location lists need to be kept up to date also.  In addition to ensuring information is easily accessible, regular management of information stores helps to ensure they do not become cluttered with information that is no longer relevant.

 

Equality, Diversity and Inclusion

At Practice 2, we are committed to providing fair, inclusive, and respectful care for everyone. We value the diversity of our patients and aim to ensure that all individuals are treated with dignity, compassion, and understanding, regardless of age, disability, gender reassignment, race, ethnicity, religion or belief, sexual orientation, pregnancy or maternity status, or any other protected characteristic.

We are committed to promoting equality, diversity and inclusion for all and recognise the importance of creating a welcoming and supportive environment for people from all backgrounds and communities, including those who are lesbian, gay, bisexual, transgender and from the wider LGBTQ+ community.

We work to ensure that our services are accessible and that patients are not disadvantaged when accessing healthcare. We will make reasonable adjustments where needed and provide appropriate support, including language and communication assistance, to help patients access our services.

We are committed to creating a welcoming environment for both patients and staff, where everyone feels respected, listened to, valued, and able to receive high-quality healthcare.

Our Equality, Diversity and Inclusion Policy is available on request from the Practice Manager.

Access to Patient Medical Records

Patients can normally see their own computer records in the practice.  Patients can also request access to their own written and computer records if requested.

Access to medical records for people outside the healthcare team is only given with the patients express written permission.

For more information regarding your medical records please contact the practice manager.

Taking Clinical Photographs in Practice

During your care, there may be occasions when a clinician recommends taking a photograph to help assess, monitor, document, or share information about a health concern. Clinical photographs can be an important part of providing safe and effective care, including supporting referrals to specialist services when required.

Before taking any photograph, the clinician will always explain why it is needed and ask for your consent. Photographs are only taken when clinically appropriate and are handled securely in line with NHS Wales confidentiality and information governance requirements.

Clinicians may use approved secure devices or NHS-approved applications, such as Pando Pando | Secure Messaging for Healthcare Professionals, to ensure that clinical images are stored and shared safely.

If you have any questions, concerns, or would prefer not to have a photograph taken, please discuss this with your clinician. Your wishes and privacy will always be respected.

If you are asked to provide a photograph through our online consultation service, please use only the secure method provided. These images are treated as confidential medical information and are reviewed securely by the appropriate healthcare professional.

A detailed practice policy is available on request from the Practice Manager.

Chaperone Policy 

This organisation is committed to providing a safe, comfortable environment where patients and staff can be confident that best practice is being followed at all times and the safety of everyone is of paramount importance. 

All patients are entitled to have a chaperone present for any consultation, examination or procedure where they feel one is required. This chaperone may be a family member or friend. On occasions, you may prefer a formal chaperone to be present, i.e. a trained member of staff. 

Wherever possible we would ask you to make this request at the time of booking appointment so that arrangements can be made and your appointment is not delayed in any way. Where this is not possible, we will endeavour to provide a formal chaperone at the time of request. However occasionally it may be necessary to reschedule your appointment. 

Your healthcare professional may also require a chaperone to be present for certain consultations in accordance with our chaperone policy. 

Our Practice Chaperone leaflet can be found here: 

practice2keirhardiehealthpark.nhs.wales/patient-information/chaperone-english/

practice2keirhardiehealthpark.nhs.wales/patient-information/chaperone-welsh/

If you would like to see a copy of our Chaperone Policy or have any questions or comments regarding this please contact the Practice Manager.
 

Practice Prescribing Policy 

 

Practice prescribing policy for dependence-forming medication

At Practice 2, we recognise that some medicines can be helpful in managing certain health conditions. However, some of these medications carry risks of dependence, tolerance, and other harms, particularly when used for longer periods or without regular review.

Medicines such as co-codamol, tramadol, morphine and other opioid medicines, gabapentin, pregabalin, diazepam and zopiclone are not usually prescribed as long-term treatments by this practice. Where there is a clear clinical need, they may be prescribed for a short period only, following careful assessment and in line with NICE guidance, NHS Wales recommendations, and local prescribing standards.

Our clinicians have a professional responsibility to ensure medicines are prescribed safely and to minimise the risk of harm. We regularly review these medicines and, where appropriate, may discuss reducing, stopping, or changing treatment if the risks of continued use outweigh the benefits.

Any decisions about your medication will be discussed with you, taking into account your individual circumstances, symptoms, and treatment goals. Our aim is to work together with you to provide safe, effective, and appropriate care.

Our full policy on Dependence forming medication is available on request.

DNA Policy

Helping Us Help You: The Impact of Missed Appointments

We strive to offer good access to appointments, but like many GP practices across the country, we are experiencing high demand. This can make it difficult for patients to book routine appointments.

One key issue that worsens this challenge is missed appointments—also known as Did Not Attend (DNAs). When a patient does not attend their scheduled appointment or fails to answer a booked telephone consultation without notifying us, it means another patient misses out on much-needed care.

If you can’t make your appointment, please let us know as soon as possible so we can offer it to someone else. Together, we can ensure that more people receive the care they need. Thank you for your cooperation!

Please ask to see the practice DNA policy.