Confidentiality & Medical Records
The 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.
Freedom of Information
Information about the General Practioners 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.
Download our Freedom of Information Policy
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.
This practice operates an in-house complaint procedure, which meets the necessary criteria of the National Health Services (Scotland).
Should you have a complaint or are concerned about the service you have received from the doctors, any of the staff or procedure system of the practice, please inform us.
How to Complain
It is hoped that most problems and concerns can be rectified simply and promptly at the time they arise with the person concerned.
If the problem or concern cannot be dealt with in this manner, you may wish to make a complaint.
You should do this as soon as possible, this will enable the facts to be established more easily. The passage of time can make the facts hazy.
Should this not be possible, the following time scale is for your guidance.
Complaints should normally be made within six months of the incident.
Within six months of discovering that there is a problem, provided this is within twelve months of the incident.
Your complaint should be addressed to the Complaints Officer, Lorraine McKenna Business manager (or should it be about the Business manager, to the senior partner of the practice).
Should you not wish at this time to put your complaint in writing you can alternatively request an appointment to discuss your concerns.
The Complaints Officer will, if requested, explain the complaint procedure to you and will ensure that your concerns are dealt with quickly and confidentially.
Our In-House Procedure
We will acknowledge your complaint with two working days
Aim to investigate your concerns and reply within 10 working days of receipt of your letter/complaint. Should additional time be required you will be notified
In the course of the investigation, in giving you an explanation we will endeavour to:
Find out what happened and the reasons
Enable you, if you wish, to discuss the problem with those concerned
If appropriate, ensure you receive an apology
Identify the cause in order to try and ensure that the problem does not recur
Complaining on behalf of someone else
If you are complaining on behalf of someone else, please be aware that this Medical practice is bound by the strict rules of medical confidentiality and we cannot divulge a patient’s medical history unless we have their permission to do so. What we would require is a signed mandate from the patient expressing his/her wish that you are acting on their behalf, unless of course they are incapacitated through illness.
Complaining to the Primary Care NHS Trust
The practice in-house complaints procedure is there for you to use, giving – we believe – the practice an opportunity at first hand to identify any problems or concerns our patients have and where necessary, correct or improve them through direct dialogue.
This does not affect your right to approach the Primary Care Trust if you feel you cannot contact us directly or you are dissatisfied with an investigation carried out by the practice. You have the right to seek an independent review but this must be in writing and made with 28 days of our final response.
Should you require further information you may wish to contact The Grampian Local Health Council on their patient
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.