Data Sharing Databases
Data Sharing Databases |
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System/database Recipients or categories of recipients of the personal or special categories of personal data |
Purpose of the processing and data retention period |
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Lawful basis |
Your Rights |
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The Kent and Medway Care Record (KMCR) is a single, shared care record for each patient who is cared for by the NHS or social services in Kent and Medway. Relevant information from the record will be able to be seen by all the health and care professionals who need to see it, and patients will be able to access their own records as well. The shared care record includes information about patients/servicer users recorded by acute hospitals, mental health, community health, social care and GP Practices. Healthcare professionals across Kent and Medway are able to access can access subsets of their patients/service users’ medical or social records from a single system in order to provide the best possible care. The source of the information shared in this way is your electronic GP record for the purposes of direct patient care. Data Retention Period: All records held in the Practice EMIS system are kept for the duration specified in the Records Management Codes of Practice for Health and Social Care “GP records should be retained until 10 years after the patient's death or after the patient has permanently left the country, unless they remain in the European Union. Electronic patient records must not be destroyed or deleted for the foreseeable future.” |
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The processing of personal data is permitted under the following GDPR and DPA conditions: Article 6(1) (c) - processing for legal obligation; GDPR Article 6(1) (e) - public interest or in the exercise of official authority; DPA Section 8 (d) - processing is necessary for the exercise of statutory functions; The processing of special categories of personal data concerning health is permitted under the following GDPR and DPA conditions: DPA Section 10 (1) (c) – processing is necessary for health and social care purposes; Related Legislation: Section 251B Health and Social Care (Safety and Quality Act) 2015 (Duty to Share); |
You have the right to:
Right to object or opt-out: You have the right to raise an objection to your personal data being shared in EMIS Web with your Practice. Although we will first need to explain how this may affect the care you receive. If you wish to exercise any of your rights please contact the Practice (data controller) or the DPO and your request will be carefully considered. Right to complain: If you are dissatisfied with the way Otford Medical Practice process your data, you have the right to appeal/complain to the Information Commissioner (IC). The IC can be contacted at: |
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EMIS Health Systems Local Record Sharing – Integrated Care:
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EMIS Local Record Sharing enables your GP medical record held on our secure EMIS Web clinical system to be shared with other healthcare Providers (e.g. acute hospitals, mental and community health and other GPs) who are commissioned to provide to provide health care services within your borough. This local sharing is used to provide direct patient care for services such as continued extended access, home visits, universal offers, musculoskeletal service, GP at front door and other neighbourhood services across West Kent. The information is accessed in real time and on-demand, meaning that data from your GP record is neither extracted, nor uploaded, nor sent anywhere in real time and on-demand, meaning that data from your GP record is neither extracted, nor uploaded, nor sent anywhere. The source of the information shared in this way is your electronic GP record. Data Retention Period: All records held in the Practice EMIS system are kept for the duration specified in the Records Management Codes of Practice for Health and Social Care |
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The processing of personal data is permitted under the following GDPR and DPA conditions: GDPR Article 6(1) (e) - public interest or in the exercise of official authority; DPA Section 8 (d) - processing is necessary for the exercise of statutory functions; The processing of special categories of personal data concerning health is permitted under the following GDPR and DPA conditions: DPA Section 10 (1) (c) – processing is necessary for health and social care purposes; Related Legislation: |
You have the right to:
Right to object: You have a general right to raise an objection to your personal data being shared with the recipients. If you wish to exercise any of your rights please contact the Practice (data controller) or the DPO and your request will be carefully considered. Right to complain: If you are dissatisfied with the way Otford Medical Practice process your data, you have the right to appeal/complain to the Information Commissioner (IC). The IC can be contacted at: |
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Vision 360 System - Local Record Sharing – Integrated Care: |
Vision 360 Practice Access provides secure, remote access to a patient's clinical data including medical history, therapy and test results. It allows Vision and Emis Web Practices you to share, view, record and edit patient consultation details between the two systems irrespective of technological and organisation boundaries. The Vision 360 is used to provide Direct Patient Care for services such as continued extended access, home visits, universal offers, musculoskeletal service, GP at front door and other neighbourhood services across West Kent. The information is accessed in real time and on-demand, meaning that data from your GP record is neither extracted, nor uploaded, nor sent anywhere in real time and on-demand, meaning that data from your GP record. |
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under the following GDPR and DPA conditions: GDPR Article 6(1) (e) - public interest or in the exercise of official authority; DPA Section 8 (d) - processing is necessary for the exercise of statutory functions; The processing of special categories of personal data concerning health is permitted under the following GDPR and DPA conditions: DPA Section 10 (1) (c) – processing is necessary for health and social care purposes; Related Legislation: Section 251B Health and Social Care (Safety and Quality Act) 2015 (Duty to Share); |
You have the right to:
Right to object: You have a general right to raise an objection to your personal data being shared with the recipients. If you wish to exercise any of your rights please contact the Practice (data controller) or the DPO and your request will be carefully considered. Right to complain: If you are dissatisfied with the way Otford Medical Practice process your data, you have the right to appeal/complain to the Information Commissioner (IC). The IC can be contacted at: |
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Healthcare Gateway is the system supplier of Medical Interoperability Gateway (MIG) that can save hours of clinician time each day by providing healthcare professionals with instant access to real-time information about a patient. The MIG is a secure middleware technology which enables the two-way exchange of patient information between local healthcare settings. This helps the clinicians to make informed treatment decisions faster and improve the efficiency of care by preventing unnecessary hospital admissions/appointments and duplicated tests. |
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The processing of personal data is permitted under the following GDPR and DPA conditions: GDPR Article 6(1) (e) - public interest or in the exercise of official authority; DPA Section 8 (d) - processing is necessary for the exercise of statutory functions; The processing of special categories of personal data concerning health is permitted under the following GDPR and DPA conditions: DPA Section 10 (1) (c) – processing is necessary for health and social care purposes; Related Legislation: |
You have the right to:
Right to object: You have a general right to raise an objection to your personal data being shared with the recipients. If you wish to exercise any of your rights please contact the Practice (data controller) or the DPO and your request will be carefully considered. Right to complain: If you are dissatisfied with the way Otford Medical Practice process your data, you have the right to appeal/complain to the Information Commissioner (IC). The IC can be contacted at: |
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Spine supports the IT infrastructure for health and social care in England, joining together over 23,000 healthcare IT systems in 20,500 organisations. It hosts 5 key services to support the delivery of your care. They enable healthcare professionals, authorised with an NHS smartcard, to view relevant information about you as follows Patient Demographics Service – The Personal Demographics Service (PDS) is the national electronic database of NHS patient details such as name, address, date of birth and NHS Number (known as demographic information). It helps healthcare professionals to identify patients and match them to their health records. It also allows them to contact and communicate with patients. Summary Care Record (SCR) – is an electronic record of important patient information, created from GP medical records. It can be seen and used by authorised staff in other areas of the health and care system involved in the patient's direct care. When your personal health records on your GP Record is uploaded to the spine, NHS Digital becomes the data controller for the uploaded information. The source of the information shared in this way is your electronic GP record. At a minimum, the SCR holds important information about;
The patient can also choose to include additional information in the SCR, such as details of long-term conditions, significant medical history, or specific communications needs. e-Referral Service - The NHS e-Referral Service (e-RS) combines electronic booking with a choice of place, date and time for first hospital or clinic appointments. Patients can choose their initial hospital or clinic appointment, book it in the GP surgery at the point of referral, or later at home on the phone or online. Electronic Prescription Service - The Electronic Prescription Service (EPS) sends electronic prescriptions from GP surgeries to pharmacies. Eventually EPS will remove the need for most paper prescriptions. GP2GP - GP2GP allows patients' electronic health records to be transferred directly, securely, and quickly between their old and new practices, when they change GPs. This improves patient care by making full and detailed medical records available to practices, for a new patient's first and later consultations. The source of the information shared in all of the instances above in this way is your electronic GP record. Data Retention Period: All records held in the Practice EMIS system are kept for the duration specified in the Records Management Codes of Practice for Health and Social Care |
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The processing of personal data is permitted under the following GDPR and DPA conditions: GDPR Article 6(1) (e) - public interest or in the exercise of official authority; DPA Section 8 (d) - processing is necessary for the exercise of statutory functions; The processing of special categories of personal data concerning health is permitted under the following GDPR and DPA conditions: DPA Section 10 (1) (c) – processing is necessary for health and social care purposes; |
You have the right to:
Right to object or opt-out: You have the right to raise an objection or opt-out of out of having an SCR by returning a completed opt-out form to their GP practice. Although we will first need to explain how this may affect the care you receive. If you wish to exercise any of your rights please contact the Practice (data controller) or the DPO and your request will be carefully considered. Right to complain: If you are dissatisfied with the way Otford Medical Practice process your data, you have the right to appeal/complain to the Information Commissioner (IC). The IC can be contacted at: |
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The national data opt-out applies to the disclosure of confidential patient information for purposes beyond individual care (research and planning) across the health and adult social care system in England. In broad terms the national data opt-out applies unless there is a mandatory legal requirement or an overriding public interest for the data to be shared. The opt-out does not apply when the individual has consented to the sharing of their data or where the data is anonymised. Any person registered on the Personal Demographic Services (PDS) and who consequently has an NHS number allocated to them is able to set a national data opt-out. The opt-out is stored in a central repository against their NHS number on the Spine. The national opt-out applies to a number of datasets including: National Clinical Audit of Rheumatoid and Early Inflammatory - NHS Digital collects this data on behalf of the British Society for Rheumatology to improve the quality of care for patients with Rheumatoid and early. National Adult Community Acquired Pneumonia (CAP) Audit - NHS Digital collects this data on behalf of the British Thoracic Society to assess variation in the care of patients hospitalised with pneumonia in the UK. Trauma Audit & Research Network (TARN) - NHS Digital collects this Confidential Patient Information on behalf (CPI) on behalf TARN Invoice Backing Data for Contracted Activity - NHS Digital collects this data to enable Commissioners to determine if they are the responsible commissioner. It is important to point out that the national opt-out applies to contracted activity data that has not been rendered anonymous. Risk Stratification data for Indirect Care - NHS Digital collects this data for data processors working on behalf of GPs and CCGs. The GP data is linked to other records that they access, such as hospital attendance records in order to enable the CCGs (commissioners) understand the local population needs and plan for future requirement. The source of the information shared in this way is your electronic GP record. The source of the information shared in all of the instances above in this way is your electronic GP record. Data Retention Period: All records held in the Practice EMIS system are kept for the duration specified in the Records Management Codes of Practice for Health and Social Care |
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The processing of personal data is permitted under the following GDPR and DPA conditions: GDPR Article 6(1) (e) - public interest or in the exercise of official authority; DPA Section 8 (d) - processing is necessary for the exercise of statutory functions; The processing of special categories of personal data concerning health is permitted under the following GDPR and DPA conditions: DPA Section 10 (1) (c) – processing is necessary for health and social care purposes;
Related Legislation:
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You have the right to:
Right to object or opt-out: You have the right to raise an objection or opt-out of having your data shared for the purposes of indirect care (research and planning). You can do so via the national opt-out website Right to complain: If you are dissatisfied with the way Otford Medical Practice process your data, you have the right to appeal/complain to the Information Commissioner (IC). The IC can be contacted at: |
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Open Exeter is a web-enabled viewer which provides the facility for healthcare professionals to share/access patient data held on the National Health Application and Infrastructure Services (NHAIS) systems, including cervical screening, breast screening, organ donor, blood donor and home oxygen. Access to Open Exeter is only possible on the N3 network, and via authorised logons/passwords provided by NHS Digital. The source of the information shared in this way is your electronic GP record. Data Retention Period: All records held in the Practice EMIS system are kept for the duration specified in the Records Management Codes of Practice for Health and Social Care |
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The processing of personal data is permitted under the following GDPR and DPA conditions: GDPR Article 6(1) (e) - public interest or in the exercise of official authority; DPA Section 8 (d) - processing is necessary for the exercise of statutory functions; The processing of special categories of personal data concerning health is permitted under the following GDPR and DPA conditions: DPA Section 10 (1) (c) – processing is necessary for health and social care purposes; |
You have the right to:
Right to object: You have a general right to raise an objection to your personal data being shared in Open Exeter. If you wish to exercise any of your rights please contact the Practice (data controller) or the DPO and your request will be carefully considered. Right to complain: If you are dissatisfied with the way Otford Medical Practice process your data, you have the right to appeal/complain to the Information Commissioner (IC). The IC can be contacted at: |
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