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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.

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 and may be subject to an administration charge. 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 or in the following links: Complaints Policy Patient Info 0312.doc  PATIENT COMPLAINT FORM.doc

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.

The Medical Research Council

The Medical Research Council is a government-funded organisation, which supports high quality research with the aim of maintaining and promoting human health.

The practice is a member of the Medical Research Council's General Practice Research Framework - a national group of general practices interested in research on many topics including prevention of heart disease, long-term use of hormone replacement therapy (HRT), low back pain, asthma, diabetes and assessment of elderly people.

If the practice takes part in a study we might like to pass your name, address and age, as recorded on our practice computer, to the Medical Research Council. If we do, the information will remain confidential and be used only to choose a sample of patients whom we would then contact to ask whether they would consider helping with some research.

If we contacted you, you would be free to refuse to help without your medical care being affected. To choose the best sample it is important that we are able to pass everyone's details to the Medical Research Council. However, you are free to refuse permission for us to pass on your details and if you wish to do so please see one of the doctors.

Data Protection

The practice is registered with and complies with the Data Protection Act 1984. The practice is subject to regular audit and inspection. In order to provide care for you we are obliged to keep records, increasingly on computers. We are obliged to comply with the Data Protection Act 1998 and other guidance on privacy and data confidentiality and we take this very seriously.

In order to manage services and improve the quality of care we provide we share some information on practice activity e.g. with LHPs, Health Boards & Trusts, Scottish Office and Common Services Agency. Whenever possible this information is anonymised i.e. names and other identifying details are removed.

The only patient specific information which is made available to other agencies is the Emergency Care Summary (ECS). This is only accessed when you need to be treated when the surgery is closed, and only by the following: Out of Hours Centres, NHS 24 and Accident & Emergency Departments.

The ECS only contains the following information:
1. Name, address, date of birth, phone number, sex, current GP and Practice.

2. Any allergies and adverse reactions.

3. Current Medication; acute (i.e. 'one-off') prescriptions within the last 30 days and any current repeat prescription information.

If you do not wish this ECS information to be released to the agencies and in the in the situations indicated above, please contact the Practice Manager who will then action an 'opt out' from the system for you.

Medical Information is NOT shared with any third party outside the Health Service (e.g. Insurance, employer, solicitor) without your explicit consent and agreement. We are obliged by law to provide certain information e.g. notification of certain infectious diseases.

If you have any questions or wish to know more please contact the Practice Manager. For useful guidance on the how our policy on disclosure of your information is applied please Disclosure of patient information patient policy 0613.doc

Your Rights to Information:

The Freedom of Information (Scotland) Act 2002 recognises that members of the public have the right to know how public services are organised and run, how much they cost and how the decisions are made. A copy of our Guide to information available through the Scottish Information Commissioner’s Model Publication Scheme 2014 can be requested from the surgery.

The General Practice is obliged to respond to requests about recorded information that it holds.

New environmental information regulations were introduced in January 2005. These enable similar access to environmental information as under the Freedom of Information (Scotland) Act 2002.

Under the Data Protection Act 1998, you are also entitled to access your clinical records or any other personal information held about you and you can contact David Trundle, Practice Manager to do this.

Recording of Consultations:

We would expressly request that you seek permission prior to recording any consultation within Colinton Surgery.

Making it all work:

We have a policy of on-going education and training for our reception staff.

We hope that you find this website useful. If you have any suggestions on how we may improve the services we offer our patients, please let us know.



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