St Luke's Surgery (Dr Chauhan, Dr Ghosh & Dr Pillai)

Pinfold Health Centre, Field Road, Bloxwich, Walsall, WS3 3JP

Telephone: 01922 775136


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Digitalisation of Paper Medical Records – Privacy Notice

The NHS Long Term plan published in 2019 requires the digitalisation of all primary care paper medical records, commonly known as ‘Lloyd George’ records or ‘A4 medical records’

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:

After 01/05/2023 – Michelle Wiles, Information Governance Manager Contact address: Information Governance Team, Civic Centre, St Peters Square, Wolverhampton, WV1 1SH Email:

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: 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 (

Opening Times

  • Monday
    08:00am to 06:30pm
  • Tuesday
    08:00am to 06:30pm
  • Wednesday
    08:00am to 06:30pm
    We close on the second last Wednesday of the month for staff training. Please phone Ournet 01922 501999 if you require assistance
  • Thursday
    08:00am to 06:30pm
  • Friday
    08:00am to 01:00pm
    If you need assistance between 1:00pm to 6:30pm, please call Ournet on 01922 501999
  • Saturday
  • Sunday
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