Villa Street Medical Centre collects and holds data about our patients for the purpose of providing safe and effective healthcare. We recognise that our patients entrust sensitive and personal information to us and we have a responsibility to keep it accurate, up to date and secure.

We keep your recent medical records digitally on a secure clinical system – EMIS Web. To access EMIS Web users need a password and use of EMIS Web is audited. Your older medical records are summarised digitally, and the paper copies are kept in secure off site storage. If you register at a different surgery, your paper records are forwarded via a secure transit system managed by Primary Care Services England (PCSE). Electronic copies are forwarded to your new surgery via a secure digital link called GP2GP.

We use Surgery Connect telephone system called X-on Health Network that is registered with the ICO and integrates with our secure clinical system EMIS Web. Calls are recorded and stored securely for up to 3 years. Named staff have access to the recordings using a log in protected by a password. When you call us the message informs you that all calls are recorded and you agree to this recording with implied consent. This information is also available on notices in our practice, in our practice leaflet and here on our website.

All staff members who have access to your data have signed a confidentiality agreement and an employment contract that references confidentiality. All staff complete information governance training within their induction period and refresh this training on an annual basis.

Our clinical team use automated algorithms to help inform their clinical decision making, for example when deciding on appropriate prescribing.

Your Summary Care Record (SCR) is shared with health and care staff through a secure web portal. This contains your name, address, NHS number, current medication and allergies. Access is audited and is used to make prescribing medication safer. You can decide to opt out of sharing your SCR at any stage, by completing a form at the point of registration, emailing the practice on souccg.villastreetadmins@nhs.net or informing a member of our team in person.

Opt out of sharing your health records – NHS

Your London Care Record (LCR) also known as the Cerna portal is shared with London hospitals. It is a secure system that contains your electronic patient record and is accessible to professionals directly involved in your care. Certain sensitive information is not included on the LCR. You can decide to opt out of sharing your LCR at any stage by emailing the practice on souccg.villastreetadmins@nhs.net or informing a member of our team in person.

When we make a referral to another service we will share relevant or ‘need to know’ information about you with them. When you agree to a referral there is implied consent that you would like us to share this information. Please let us know at the time of the referral if you do not want us to share specific information, this may limit your treatment options.

In order to support the effective management of immunisation and screening programs we share relevant information with other NHS organisations. Your information will be kept securely and confidentially.

We are a member of the North Southwark Primary Care Network and North Southwark GP Federation, Quay Health Solutions CIC. They provide some services on our behalf and we have signed a data sharing agreement with them to share your clinical information on a ‘need to know’ basis for using their services for example when you have an appointment at the Extended Access Hub.

We are a part of the Clinical Practice Research Datalink (CPRD). We share health anonymised data for use in ethically approved research studies. You can decide to opt out of this at any stage by emailing the practice on souccg.villastreetadmins@nhs.net or informing a member of our team in person.

In some circumstances we may be required by law to release your details to statutory or other official bodies. For example we would break confidentiality to prevent death of serious harm being caused to you or another. This includes preventing infectious diseases from spreading. We will only do this if there is a legal basis and will only disclose ‘need to know’ information.

Where you give us written consent, for example when applying for medical insurance, we will share your data with other organisations.

You have the right to be given a copy of your medical record. You can access your current medical records via online access. If you would like to see historical records please request either in person or by email on souccg.villastreetadmins@nhs.net and allow 28 days from submission of the completed form for us to process the request.

You have the right to request access to recorded calls you were party to. Requests for access to a recorded call will be assessed by the named Information Governance Lead or Caldicott Guardian (or in their absence a named Partner). Note recording of calls began in October 2023 and calls are stored securely for up to 3 years. If you would like access to the recording please request either in person or by email on souccg.villastreetadmins@nhs.net

You have the right to object for your call to be recorded at any point during the call by informing the person you are talking to. This may mean they need to end the call and arrange to call you back at a later time.

You have the right to object to your medical records being shared with those who provide you with care.You can opt out either in person or by email souccg.villastreetadmins@nhs.net.

You have the right to have any mistakes corrected and to complain to the Information Commissioner’s Office. Please see the practice privacy notice on the website or speak to a member of staff for more information about your rights.

For more information ask at reception for a leaflet OR visit our website.

Our Caldicott Guardian is Dr Nancy Kuchemann. Our Information Governance Lead is Ms Tilly Wright. Both can be contacted on 020 7703 7393 or via email on souccg.villastreetadmins@nhs.net .

NHS England require that the net earnings of doctors engaged in the practice is publicised and that the required disclosure is shown below. However it should be noted that the prescribed method for calculating earnings is potentially misleading because it takes no account of how much time doctors working in the practice and should not be used for any judgement about GP earnings, nor to make comparisons with other practices.

The average pay for GPs working at Villa Street Medical Centre in the last financial year was £62,608 before tax and National Insurance.

This is for 1 full-time GP, 7  part-time GPs and  1 locum GP who worked in the practice for more than six months.

We require proof of your identity before we can disclose personal data. This should include copies of two documents such as:

• your birth certificate
• your passport
• your driving licence
• an official letter addressed to you at your address (e.g. bank statement, recent utility bill or council tax bill)

The documents should include your name, date of birth and current address. If you have changed your name please supply relevant documents evidencing the change.

To make a Subject Access Request (SAR) please contact the practice.

Wheelchair and Disabled Access

Our building is fully accessible for wheelchair users as well as pram users.

• Electronically assisted entrance doors
• Wide access and turning spaces
• Entrance ramp
• Lift to all floors
• Split level reception desk

Hearing and Language Access

• Audio hearing loop and microphone on the reception desk.
• Translation and sign language services.

Sight Access

• Guide dogs are welcome in the surgery.

Other Facilities 

• Baby changing facilities
• Cycle hoops for cyclists to lock bikes to
• Street parking is by pay meter only

All practices, in line with government guidelines, have a ‘zero tolerance to violence or abusive behaviour’ policy. This means that any violent or abusive behaviour or perceived threatening behaviour, whether verbal or otherwise to staff or members of the public on practice premises will not be tolerated.

Verbal abuse includes anything that could be perceived as derogatory towards another human being with regards to their gender, race, religion or sexual orientation.

We can refuse to provide a service, report the incident to the police and request that the patient be removed from our practice list.

The consultation that takes place between a patient and their Doctor or Nurse is private and confidential. Quite often an examination is required to help make a diagnosis. This may be straightforward or sometimes can be more personal or of a sensitive nature.

Under these circumstances your Doctor will normally seek your agreement to a Nurse or other staff member being present or, if a relative or friend has accompanied you to the Surgery, they may be able to act as a Chaperone if you wish.

If a chaperone is not offered but you would like someone to be present, do not be afraid to tell your doctor.

Procedures which are generally regarded as being of a sensitive nature are:

• Cervical cytology
• Gynaecological
• Testicular
• Breast Examination
• Rectal Examination

Your GP practice holds copies of your patient health record electronically and in paper format. Both contain the healthcare information about you that your GP needs including your medical history, medications, allergies, immunisations and vaccinations.

Summary Care Records on the NHS Digital.

• Summary Care Record Information Leaflet
• Summary Care Record Frequently Asked Questions
• Summary Care Record Opt Out Form