Practice Policies

Confidentiality & Medical Records

Locked blue folderThe 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 authorities 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.

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.


  • How to make a complaint We hope that we can sort most problems out easily and quickly, often at the time they arise and with the person concerned.  If you wish to make a formal complaint, please do so as soon as possible ideally within a matter of a few days.  This will enable us to establish what happened more easily.  If doing that is not possible your complaint should be submitted within 12 months of the incident that caused the problem; or within 12 months of discovering that you have a problem.  You should address your complaint in writing to the practice manager.  She will make sure that we deal with your concerns promptly and in the correct way. You should be as specific and concise as possible.
  • Complaining on behalf of someone else We keep strictly to the rules of medical confidentiality (a seperate leaflet giving more detail on confidentiality is available upon request).  If you are not the patient , but are complaining on their behalf, you must have their permission to do so.  An authority signed by the person concerned will be needed, unless they are incapable (because of illness or infirmity) of providing this. 
  • What we will do We will acknowledge your complaint within three working days and will fully investigate it  When we look into your complaint, we will investigate the circumstances; make it possible for you to discuss the problem with those concerned; make sure you receive an apology if this is appropriate, and take steps to make sure any problem does not arise again.

       You will receive a final letter setting out the result of any practice investigations.

 If you do not wish to contact the practice directly you may contact NHS England, if once you have received your reply from either ourselves or NHS England and you are not satisfied you may take the matter to the.  The Parliamentary & Health Services Ombudsman, Millbank Tower, Millbank, London SW1P 4QP Telephone 0345 0154033 Email

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Violence Policy

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.

Failed Appointments

A tremendous amount of time is wasted each day by people who do not attend for appointments they have made with the Doctor or Nurse. This has a knock on effect and limits the choice for other people who need to make an appointment.  We really would appreciate your help in being considerate to other patients of the practice and to the staff by informing us as soon as possible when you are unable to attend an appointment.  The earlier you inform us the more chance we have of being able to offer the appointment to someone else.

Our revised policy is that if you fail to attend an appointment you will receive a telephone call, in the event we are unable to contact you a letter will be sent.  If you fail to attend a further appointment we will write to you informing you that a third time of non attendance you may be asked to leave the practice.

This is not something we like doing so please keep us informed.

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