Having paper based medical records restricts the use of technology to provide ‘joined up’ services and therefore the current paper records will be transferred to a digital format and then destroyed.
This will involve the current patient paper medical records being scanned and then entered directly into a patient’s electronic medical record. This work will be completed by a third party supplier, NEC (formerly known as Northgate Public Services), whose security standards have been reviewed by NHS Birmingham and Solihull Clinical Commissioning Group.
We are required by Data Protection law to provide you with the following information about how we handle your information.
| Data Controller contact details | Dr Chauhan & Dr Ghosh, St Luke’s Surgery, Pinfold Health Centre, Field Road, Bloxwich, Walsall, WS3 3JP |
| Data Protection Officer contact details | Prior to 01/05/2023 – Hayley Gidman, Head of Information Governance MLCSU, Heron House, 120 Grove Road, Fenton, Stoke-on-Trent ST4 4LX
Telephone: 01782 872648 Email: mlcsu.dpo@nhs.net After 01/05/2023 – Michelle Wiles, Information Governance Manager Contact address: Information Governance Team, Civic Centre, St Peters Square, Wolverhampton, WV1 1SH Email: bcicb.dpo@nhs.net |
| Purpose of the processing | Transferring the current paper medical records into patients’ electronic medical records. |
| Lawful basis for processing | The following provisions of the General Data Protection Regulation permit us to digitise existing paper medical records: Article 6(1)(e) – ‘processing is necessary…in the exercise of official authority vested in the controller…’’ Article 9(2)(h) – ‘processing is necessary for the purpose of preventative…medicine…the provision of health or social care or treatment or the management of health or social care systems and services…’ |
| Recipient or categories of recipients of the processed data | The paper patient records will be shared with NEC, who will scan and digitise the current paper medical records before destroying them. |
| Right to access and correct | You have the right to access your medical record and have any errors or mistakes corrected. Please speak to a member of staff or you can view our Access to Medical Records Policy ACCESS TO MEDICAL RECORDS POLICY2024 |
| Retention period | GP medical records will be kept in line with the law and national guidance. Information on how long records can be kept can be found at: https://digital.nhs.uk/article/1202/Records-Management-Code-of-Practice-for-Health-and-Social-Care-2016 or speak to the practice. The paper medical records will be destroyed three months after they are transferred to an electronic format. |
The practice holds medical records to provide medical treatment and advice and patients have a relationship with a GP in order for them to be provide health and care service to you. We therefore do not require your consent to transfer these papers records to an electronic format.
If you have any questions about this project, please contact the management team at St Luke’s Surgery.
Details of Supplier:
NEC (formerly known as: Northgate Public Services)
Unit 1,Charles Way, Bulwell, Nottingham, NG6 8RF
NEC Software Solutions | Orchestrating a Brighter World (necsws.com)
