Resources

The purpose of the Accessible Information Standard is to make sure that individuals who have a disability, impairment or sensory loss can get information in the most suitable form.

Please inform the practice if you have any communication support needs.

To ensure we get things right we will record this information alongside the details that we hold for you.

For more information please NHS England’s website 

As a parent, family member or carer, you may be able to access services for someone else. We call this having proxy access. We can set this up for you if you are both registered with us.

To requests proxy access:

• Come to the practice reception desk from 10am to 6pm, with 2 forms of ID.

Linked profiles in your NHS account

Once proxy access is set up, you can access the other person’s profile in your NHS account, using the NHS App or website.

The NHS website has information about using linked profiles to access services for someone else.

View/Download our Call Recording Policy.

under review

If you would like a chaperone to be present during your appointment, please advise the receptionist, either when making your appointment or when ‘checking in’.

A chaperone is usually a clinician, who is present when there is an intimate examination, or when the subject matter poses the risk of a misunderstanding.

View/Download Complaints Procedure Policy.

LSMP would like to invite you get get involved in our Patient Participation Group to have a say then please do get in touch. Follow this link for further information. Patient Participation Group – Leeds Student Medical Practice

We welcome feedback about your experiences, as it lets the practice know what we are doing well and where we could improve.

Talk to us.

The Practice is committed to providing high-quality, person-centred care and treatment that’s both safe and effective. However, we understand that there are times when things go wrong. If something goes wrong, or you’re dissatisfied with what we have or haven’t done, please tell us, and we’ll do our best to make things right. If we can’t resolve matters the way you want, we’ll explain why it’s not possible to do as you suggest.

Understandably, you might be upset or distressed when formally raising concerns about you or your loved one’s care. Our practice team will treat you with respect and dignity throughout this emotional time. It’s expected that you will show them the same courtesy.

We hope that if you have a problem, you will use our practice complaints procedure. We believe this will give us the best chance of resolving whatever has gone wrong and allowing us to improve our services.

Who to talk to

If you have any concerns, you can talk to any member of our staff initially. We will work with you to resolve the issue without any formal process. It’s usually best to sort out concerns within the practice. However, if you need to make a formal complaint, you can do so through our Operations Manager via email lsmp.admin@nhs.net or by Completing the Complaints, Concerns and Compliments Form.

If you find it challenging to raise your concerns with us because, for example, there has been a breakdown in the patient-practice relationship, you can raise your complaint with the ICB, who commission and pay for the NHS services you use by:

Email: at wyicb.pals@nhs.net

Telephone: 01924 552150*

*Monday to Friday, 9- 4.30 pm, excluding bank holidays.

Please note that the team receives many telephone calls daily and may be unable to respond instantly.

In writing: West Yorkshire Integrated Care Board Complaints Team, White Rose House West Parade, Wakefield WF1 1LT

Please note: You cannot ask the ICB to consider the same concerns or complaints you raised with us.

Citizens Advice Bureau also provides information and advice about making complaints.

Take it Further.

If you remain unhappy after receiving our final reply, you can ask the Health Service Ombudsman to review your complaint independently.

Before taking this step, we hope you would let us know what aspect of the complaint has not been dealt with satisfactorily and provide an opportunity for us to consider whether there is anything further that could be done locally to resolve matters.

The Ombudsman is independent of the NHS and free to use. It can help resolve your complaint and tell the NHS how to put things right if it has got them wrong.

The Ombudsman only has legal powers to investigate certain complaints. You must have received a final response from the Practice before the Ombudsman can look at your complaint. Unless there are exceptional circumstances, it will generally not investigate your complaint if it happened more than 12 months ago.

Address: Parliamentary & Health Service Ombudsman

Tower 30

Millbank

London SW1P 4QP

Phone: 0345 015 4033

Their lines are open: Monday to Thursday, 8.30 am to 5.00 pm | Friday, 8.30 am to 12 pm.

For more information, please read our Complaints Policy. 

All information you give to anyone in this Practice is considered to be confidential. Where personal data is stored electronically we adhere to the requirements of the Data Protection Act. In the course of everyday patient care and administration, your data may be shared (in confidence) with specific NHS organisations, for more detail see our Privacy Notice.  All employees have access to patient data in relation to their role and have signed a confidentiality agreement

Confidentiality Statement

We hold your patient records in the strictest confidence, regardless of whether they are electronic or on paper. We take all reasonable precautions to prevent unauthorised access to your records, however they are stored. Any information that may identify you is only shared with the practice team, or, if you are referred to hospital, to the clinician who will be treating you. We will only share information about you with anyone else if you give your permission in writing.

All information at the Leeds Student Medical Practice is held, retained and destroyed in accordance with NHS guidelines

Leeds Student Medical Practice DNA – Did Not Attend Policy.

The Leeds Student Medical Practice works hard to ensure patients can access health care professionals and services when needed.

The appointment system is audited regularly to monitor the amount of “wasted” clinical time due to patients not attending appointments.

In an attempt to reduce the number of missed appointments, the Leeds Student Medical Practice operate a strict Did Not Attend (DNA) Policy.

A DNA is an occasion on which a patient does not attend a booked appointment with a member of the practice team without contacting the surgery to cancel prior to the appointment time.

Patients regsitered at the Leeds Student Medical Practice are encouraged to cancel appointments in advance if they cannot attend.

View/Download our Equality and Diversity Policy.

Our Equality and Diversity policies are reviewed on an annual basis. All staff undergo training on a 3y cycle, but also yearly updates for staff relating to LGBT health and wellbeing.

As required by the Freedom of Information Act 2000 this Publication Scheme provides a guide to the services and practitioners who practise at Leeds Student Medical Practice. It is based on the model publication scheme for general practices produced by the NHS Freedom of Information (FOI) project board and the British Medical Association

This Publication Scheme is a complete guide to the information routinely made available to the public by Drs, Hudson,  Armitage, Lyons, Sterrenburg, Kisil and Ditchfield. It is a description of the information about Leeds Student Medical Practice and the General Practitioners who work there that is available to the public. It will be reviewed at regular intervals and we will monitor its effectiveness

Your rights to information

The Freedom of Information Act 2000 recognises that members of the public have the right to know how public services are organised and run, how much they cost and how the decisions are made

From January 1st, 2005 the FOI Act will oblige Leeds Student Medical Practice to respond to requests about information that it holds and is recorded in any format and it will create a right of access to that information. These rights are subject to some exemptions which have to be taken into consideration before deciding what information it can release

In addition to accessing the information identified in this Publication Scheme, you are entitled to request information about Leeds Student Medical Practice under the NHS Openness Code 1995.

Under the Data Protection Act 1998, you are also entitled to access your clinical records or any other personal information held about you and you can contact the Practice Manager at Leeds Student Medical Practice to do this

Environmental information regulations enable similar access to environmental information as under the Freedom of Information Act 2000

How much does it cost?

Publications are free unless otherwise indicated. Where there is a charge for providing information the cost will be calculated as set out in each class

How do we make information available?

Information may be downloaded from our practice website otherwise it is available in hard copy from the Practice Manager as indicated for each class of information

Feedback

If you have any comments about the operation of this Publication Scheme or how we have dealt with your request for information from the Scheme please contact: Mark Platt,  Leeds Student Medical Practice, 4 Blenheim Court, Blenheim Walk, Leeds LS2 9AE

Classes of information

All information at the Leeds Student Medical Practice is held, retained and destroyed in accordance with NHS guidelines

Our commitment to publish information excludes any information which can be legitimately withheld under the exemptions set out in the NHS Openness Code or Freedom of Information Act 2000

Where individual Classes are subject to exemptions, the main reasons are the protection of commercial interests and the protection of confidential personal information under the Data Protection Act 1998. This applies to all Classes within the Publication Scheme.

The information included in this Scheme is grouped into 7 broad classes

PRACTICE DETAILS – Class 1

• Details of the practice, organisational structure, key personnel and how we fit into the NHS
• This NHS practice is part of NHS Leeds and provides services for patients meeting our registration criteria (available on our Registration Page). We provide services in accordance with a personal medical services contract held with NHS Leeds
• A full list of our personnel can be found on the Team Page of our website
• This practice aims to follow national and local best practice guidelines including the NICE best practice guidelines and the National Service Frameworks
• A full list of local General Practices can be found on the NHS Choices website

PRACTICE SERVICES – Class 2

The range of services we provide under contract to the NHS:

• A full range of general medical services
• Travel advice and immunisations (including Yellow Fever and Rabies)
• Qualified sports injury trained doctor who runs a regular clinic by appointment
• In-house physiotherapy treatment, subject to referral by one of our doctors
• Practice Nurses run regular cervical smear test clinics
• A variety of minor surgical procedures including the treatment of warts may be undertaken in the Practice
• Full antenatal care for pregnant women, including pre-conception advice
• Asthma Clinic runs during term-time. Patients are seen by a trained asthma nurse (and a doctor where necessary)
• Child health surveillance including regular developmental checks and immunisations
• All the doctors have experience dealing with mental health issues, both general and more specific to the University population. In addition, weekly clinics are run by Primary Care Mental Health Workers who are attached to the practice
• During consultations, patients may discuss all aspects of sexual health, HIV, Hepatitis, STDs, contraception, and health screening (cervical smears, breast checks and testicular examination). Patients of any sexual orientation are welcome to attend and all consultations follow the strictest rules of medical confidentiality
• Smoking cessation advice is available from all clinicians, as is referral to Leeds Stop Smoking Service
• Some services require information sharing with other health care agencies, for which we have a protocol (see Class 6)
• Surgery times – please view our Appointments page to see our opening times, surgery hours, and out of hours provision
• Members of staff conduct consultations in English, accordingly if translation services are required please contact us in advance

FUNDING DETAILS & CHARGING POLICIES – Class 3

Leeds Student Medical Practice receives money from NHS Leeds according to its contract, in exchange for services provided for patients

We have elected not to publish further details of income received, or drug budgets, as we regard this information as confidential and believe that disclosure may be prejudicial to the conduct of Leeds Student Medical Practice’s affairs

Current charges for private services can be obtained from Reception

GUIDANCE & INFORMATION LEAFLETS – Class 4

The following published information is available by collection from the Practice or by sending a stamped self-addressed envelope:
Practice Leaflet

COMPLAINTS – Class 5

This practice follows the NHS complaints procedure when dealing with all complaints. For a copy of the practice complaints procedure write to Mark Platt, Leeds Student Medical Practice, 4 Blenheim Court, Blenheim Walk, Leeds LS2 9AE

KEY POLICIES & PROTOCOLS IN USE WITHIN THE PRACTICE – Class 6

Our policies and procedures

• Access to Records – Access to health records under the Data Protection Act 2018
• CCTV code of practice*
• Computer backup and video security
• Computer workstations: safe use
• Confidentiality (agreement for temporary employees)
• Confidentiality Code of Conduct*
• Data protection
• Health and safety manual*
• Information Sharing Protocol (Leeds)
• Information security and data protection policy*
• Internet access agreement – acceptable use of Internet and e-mail*
• Prescribing and prescription policy
• Stress in the workplace – LSMP Policy
• Zero Tolerance policy (on violence and abuse)

*=indicates a specific fee will be levied for the supply of these documents in all formats, see Cost of Information in Class 7

CHARGES – Class 7

In this section we will publish any changes we make to this Publication Scheme after year 1, a referral point for all enquiries regarding information management in general, and any charges levied for documentation. Charges will be reviewed regularly

Cost of Information

Our Practice Leaflet is available free by collection from the surgery, or by supply of a self-addressed envelope, (1 copy per application)

Leaflets and brochures are available free by collection from the surgery (1 copy per applicant)

You may connect to our website and print unlimited copies of our information if you have the facility to do so. If you do not have Internet access, prints of information can be supplied at a cost of £0.35 per page. These costs will need to be paid on request of the prints, plus the cost of postage if required

Information provided by e-mail will be free of charge, where the volume of the request is considered reasonable, and is not expressly covered by specific fees.

Enquiries

All enquiries should be directed by e-mail to Mark Platt on lsmp.admin@nhs.net or by letter to Mark Platt, at the address given in Class 1

All GP practices are required to declare the mean earnings for GPs working to deliver NHS services to patients at each practice.
The average pay for GPs working in Leeds Student Medical Practice in the last financial year was £100,954 before tax and National Insurance. This is for 2 full-time GPs, 21 part-time GPs and 1 locum GP who worked in the practice for more than six months.

(26th February 2025)

Leeds Student Medical Practice is accredited as a GP training Practice

Being a Training Practice is a mark of quality and practices have to go through a rigorous selection process before they can receive GP Registrars

GP Registrars are experienced doctors who have decided on a career in General Practice. Before they come to the practice they have worked for several years as hospital doctors and are learning to adapt their medical skills and knowledge to the General Practice environment.

Posters are displayed in the practice showing the names of our current GP Registrars and they are also included in the Teams page of our website

LSMP Recording of telephone or video consultations

Please read this information if you have been asked if you would consent to the recording of a telephone or video consultation

Leeds Student Medical Practice is a training practice for general practice, this means that doctors who wish to pursue a career in general practice may join the practice as part of their training. These doctors are fully qualified and have at least two years of postgraduate medical experience before commencing the general practice training scheme.

As part of their three-year training to become general practitioners they undergo regular supervision and assessments

Some of these assessments are made by the review of recorded telephone and video consultations by their trainers

We are very grateful to patients who allow their telephone or video consultations to be recorded as these are a very important part of training assessments

Recordings are ONLY of you and the doctor talking together. On video recordings no intimate examination will be done in front of the camera. All recordings are carried out according to guidelines issued by the General Medical Council. The recording, processing and storage of the consultation will comply with General Data Protection Regulations (GDPR).

The video will be seen only by doctors involved in the assessment of doctors as part of their training for General Practice. The recording will be stored securely and treated as confidentially as any other medical record. The recording will be erased as soon as practicable and in any event within 26 weeks.

You will be asked for your consent on the day of the consultation. You do not have to agree to your consultation with the doctor being recorded and if you say no, this is not a problem, and will not affect your consultation in any way. The consent information contains links to the Fourteen Fish website who provide the consultation recording portal. Their information page references recordings made for an assessment exam. Usually, the recordings made for the doctors in training at our practice will not be submitted for this exam and will only be viewed by the general practice trainers working at Leeds Student Medical Practice. If, in exceptional circumstances, a video is required to be used in a formal examination run by the Royal College of General Practitioners, separate consent will be requested from you before this goes ahead.

If you give permission to the recording, you may change your mind later. You may ask for the recording to be stopped and deleted at any time. At the end of your consultation you will be routinely asked again if you still consent to the recording to be used for training purposes. If, at a later time, you would prefer that the recording is not used, please contact the practice and we will ensure that your consultation recording is erased.

But if you do not mind your consultation being recorded, we are grateful to you. Improving the assessment of GPs should lead to a better service to patients.

Further information:

Our privacy policy can be found here: LSMP Privacy Notice

Information about recorded consultations and their security can be found here: https://www.fourteenfish.com/recording

GMC Guidance: Making and using visual and audio recordings of patients

We are a training practice 

Leeds Student Medical Practice is a committed practice to education and training. We are the Leeds Primary Care Workforce and Training Hub (LPCWTH) and also a GP Training Practice. We provide training for GPs, medical students, physician’s associates and provide student nurse placements.

Leeds Student Medical Practice is the PCWTH Hub for Leeds and we help train student nurses by offering placements within general practice. We also place and train Health Care Assistant apprentices and also support practices with newly qualified nurses.

Patients will always be asked for consent for the student nurse to be present in their consultations.

Leeds Student Medical Practice

Privacy Notice

May 2024

We understand how important it is to keep your personal information safe and secure and we take this very seriously. We have taken steps to make sure your personal information is looked after in the best possible way, and we review this regularly.

Please read this privacy notice (‘Privacy Notice’) carefully, as it contains important information about how we use the personal and healthcare information we collect on your behalf.

Our contact details as data controller

Name:                        Leeds Student Medical Practice

Address:                    4 Blenheim Walk, Woodhouse, Leeds LS2 9AE

Phone number:        0113 295 4488

Email:                         lsmp.general@nhs.net

We are the data controller for your information. A controller decides on why and how information is used and shared.

The practice is registered with the Information Commissioners Office as a Data Controller- our registration number is: Z6126934 and you can view our registration here, https://ico.org.uk/ESDWebPages/Entry/Z6126934

Data Protection Officer contact details

Our Data Protection Officer is Mr Aaron Linden. He can be contacted by writing to, NHS Leeds CCG, Suites 2 – 4 WIRA House, West Park Ring Road, Leeds LS16 6EB. Email: wyicb-leeds.dpo@nhs.net

Any queries or concerns should be raised with the Leeds Student Medical Practice first.

Why we collect your information?

As a GP practice we are responsible for your day-to-day medical care and the purpose of this notice is to inform you of the type of information that we hold about you, how that information is used for your care, our legal basis for using the information, who we share this information with and how we keep it secure and confidential.

It covers information we collect directly from you (that you have either provided to us, or from consultations with staff members), or we collect from other organisations who manage your care (such as hospitals or community services).

We are required by law to maintain records about your health and treatment, or the care you have received within any NHS service.

These records help to ensure that you receive the best possible care. They may be paper or electronic and they may include:

• Basic details about you such as name, address, email address, NHS number, date of birth, next of kin, etc.
• Contact we have had with you such as appointments or clinic visits.
• Notes and reports about your health, treatment, and care
• Details of diagnosis and treatment given
• Information about any allergies or health conditions.
• Results of x-rays, scans, and laboratory tests.
• Relevant information from people who care for you and know you well such as health care professionals and relatives.
• For visitors to the practice basic information such as name and vehicle registration number

By providing the Practice with their contact details, patients agree to the Practice using those channels to communicate with them about their healthcare, i.e., by letter (postal address), by voice mail or voice message (telephone or mobile number), by text message (mobile number) or by email (email address).

You can find more detailed information about how we your information for the following specific purposes here:

• Primary Care Networks
• For commissioning and healthcare planning
• Population Health Management
• Leeds Care Record
• Summary Care Record
• Research – Find out how health researchers use information.
• Safeguarding, life-or-death situations and other circumstances we are required to share information.

What information do we collect?

Personal information

We currently collect and use the following personal information:

• personal identifiers and contacts (for example, name and contact details)

More sensitive information

We process the following more sensitive data (including special category data):

• data concerning physical or mental health (for example, details about your appointments or diagnosis)
• data revealing racial or ethnic origin.
• data concerning a person’s sex life.
• data concerning a person’s sexual orientation.
• genetic data (for example, details about a DNA sample taken from you as part of a genetic clinical service)
• data revealing religious or philosophical beliefs.
• data relating to criminal or suspected criminal offences.

How do we use your information and how do we get it?

As health professionals, we maintain records about you to direct, manage, and deliver the care you receive. By registering with the practice, your existing records will be transferred to us from your previous practice so that we can keep them up to date while you are our patient and if you do not have a previous medical record (a new-born child or coming from overseas, for example), we will create a medical record for you.

We take great care to ensure that your information is kept securely and that it is up-to-date, accurate and used appropriately. In the practice, individual staff will only look at what they need to carry out tasks such as booking appointments, making referrals, supporting your care, or to support the management of the services we provide.

The personal information we collect is provided directly from you for one of the following reasons:

• you have provided information to seek care – this is used directly for your care, and to manage the services we provide, to clinically audit our services, investigate complaints, or to be used as evidence as part of an investigation into care.
• if you have signed up to our newsletter / patient participation group, we will engage with you to seek you comments and views on the practice.
• If you have made a complaint, we will need to collect information about the complaint which will include your personal information. We may also need to gain additional information from, or share information we have with, other healthcare providers and NHS organisations to process and investigate your complaint.

We also receive personal information about you from others, in the following scenarios:

• from other health and care organisations involved in your care so that we can provide you with care
• from family members or carers to support your care
• If you register with us from another practice, your historic GP notes are transferred to us from your old practice. This can happen electronically and your paper notes are transferred via an organisation called Primary Care Support England

The NHS care record guarantee

The Care Record Guarantee is our commitment that we will use records about you in ways that respect your rights and promote your health and well-being. Copies of the full document can be obtained from:

https://webarchive.nationalarchives.gov.uk/ukgwa/20130513181549/http:/www.nigb.nhs.uk/guarantee

Primary Care Networks:

All practices in the UK are members of a Primary Care Network (PCN), which is a group of practices who have chosen to work together and with local community, mental health, social care, pharmacy, hospital and voluntary services to provide care to their patients.

PCNs are built on the core of current primary care services and enable greater provision of proactive, personalised, coordinated and more integrated health and social care.

We are members of Leeds Student Medical Practice and The Light Primary Care Network (PCN, with The Light Surgery, Balcony Level, The Light, The Headrow, Leeds LS1 8TL.

This arrangement means that practices within the same PCN may share data with other practices within the PCN, for the purpose of patient care (such as extended hours appointments and other services), Each practice within the PCN is part of a stringent data sharing agreement that means that all patient data shared is treated with the same obligations of confidentiality and data security.

For commissioning and healthcare planning purposes:

In some cases, for example when looking at population healthcare needs, some of your data may be shared (usually in such a way that you cannot be identified from it). The following organisations may use data in this way to inform policy or make decisions about general provision of healthcare, either locally or nationally.

• Leeds City Council: Public Health, Adult or Child Social Care Services
• West Yorkshire Integrated Care Board (or their approved data processors)
• NHS Digital (Formerly known as (HSCIC)
• The “Clinical Practice Research Datalink” (EMISWeb practices) or ResearchOne Database (SystmOne practices).
• Other data processors which you will be informed of as appropriate.

In order to comply with its legal obligations we may send data to NHS Digital when directed by the Secretary of State for Health under the Health and Social Care Act 2012.

This practice contributes to national clinical audits and will send the data which are required by NHS Digital when the law allows. This may include demographic data, such as date of birth, and information about your health which is recorded in coded form, for example, the clinical code for diabetes or high blood pressure.

Population Health Management:

Population Health Management (PHM) is about improving the physical and mental health of people.  It involves analysing data, in a format which does not identify individuals, and using the results to help making decisions on ways to prevent ill-health, improve care, reduce hospital admissions, and help ensure that the most effective services are available for our patients.

The benefits of PHM are:

• to help frontline teams understand current health and care needs and predict what will be needed in the future.
• to identify specific groups of patients that are high risk and would benefit from direct interventions to improve their health and wellbeing.
• to improving the standard and quality of care.
• to prevent people needing hospital care unless necessary
• to support Working across different organisations in the health and care sector, to a positive difference to people’s lives. This can be supported by joining the data dots to tackle health inequalities we know exist across West Yorkshire.
• to identify gaps in services, as well as inform service redesigns.

We, and other healthcare providers like the hospital and community service providers, send information that relates to you to our data processor the North of England Commissioning Support Unit (NECS). NECS then pseudonymise this data, which means the information that could identify you is removed and is replaced with a pseudonym.  Information about the different health and care interventions you have had is then linked together so that it can be analysed without identifying you.

This pseudonymised data is then shared with West Yorkshire Integrated Care Board who will analyse the data to carry out commissioning and planning services and Population Health Management. Sometimes this analysis identifies individuals who might benefit from direct interventions to prevent illness. The results relating to patients registered at our practice are sent back to us so that we can assess who would benefit or require a particular healthcare intervention.

You have a choice about whether you want your confidential patient information to be used in this way. If you are happy with this use of information you do not need to do anything.

If you do not want your data to be used in this way, you can opt out of all planning and research initiatives through the national data opt-out service. Access this service online at www.nhs.uk/your-nhs-data-matters or by calling: 0300 303 5678.

Leeds Care Record

The Leeds Care Record (LCR) provides health and social care professionals directly involved in your care access to the most up to date information about you. It does this by sharing appropriate information from your medical and care records between health and social care services in Leeds.

At the moment, every health and social care organisation that you use has a different set of patient records for you. These records may duplicate information, or one record might hold information about your treatment, care and support that another one does not.

In Leeds, we have developed a virtual system called the Leeds Care Record. If you live in Leeds you will have a Leeds Care Record created for you. It is held on a secure computer system and includes some key health and social care information about you. The information is taken from other medical records you may have such as your GP record, hospital records or social care records.

If you do not want your information being shared on the LCR you can object to this, by contacting the LCR.

Summary Care Record

Your Summary Care Record (SCR) is a short summary of your GP medical records. It tells other health and care staff who care for you about the medicines you take and your allergies.

All patients registered with a GP have a SCR, unless they have chosen not to have one. Your SCR contains basic information about allergies and medications and any reactions that you have had to medication in the past.

Some patients, including many with long-term health conditions, have previously agreed to have Additional Information shared as part of their Summary Care Record. This additional information includes information about significant medical history (past and present), reasons for medications, care plan information and immunisations.

The purpose of SCR is to improve the care that you receive, however, if you don’t want to have an SCR you have the option to opt out. If this is your preference please inform your GP or fill in an SCR patient consent preferences form and return it to your GP practice.

For research purposes

Research data is usually shared in a way that individual patients are non-identifiable.  Occasionally where research requires identifiable information you may be asked for your explicit consent to participate in specific research projects.  The surgery will always gain your consent before releasing any information for this purpose unless the research has been granted a specific exemption from the Confidentiality Advisory Group of the Health Research Authority

Where specific information is asked for, such as under the National Diabetes audit, you will be given the choice to opt of the audit.

For safeguarding purposes, life or death situations or other circumstances when we are required to share information:

We may also disclose your information to others in exceptional circumstances (i.e., life or death situations) or in accordance with Dame Fiona Caldicott’s information sharing review (Information to share or not to share).

For example, your information may be shared in the following circumstances:

• When we have a duty to others e.g., in child protection cases.
• Where we are required by law to share certain information such as the birth of a new baby, infectious diseases that may put you or others at risk or where a Court has decided we must.

Who do we share information with?

We share information about you with other health professionals to support your care, and in more limited ways for indirect care purposes:

• NHS Trusts and hospitals that are involved in your care.
• Community Care Teams
• Care homes
• Other General Practitioners (GPs) or Primary Care Networks (which are groups of GP Practices).
• Ambulance Services.
• Social Care Services.
• Education Services.
• Local Authorities.
• Voluntary and private sector providers working with or for the NHS. Such as Dentists, Pharmacies. Opticians & care homes

From time to time, we may offer you referrals to other providers, specific to your own health needs not included in the list above. In these cases, we will discuss the referral with you and advise you that we will be sharing your information (generally by referral) with those organisations.

We may also share information with the following types of organisations:

• third party data processors
  • IT system supplier (West Yorkshire ICB / Leeds City Council)
  • Software suppliers (SystmOne, EMIS)
  • Communication suppliers (telephony services, email, text messages)

In some circumstances, we are legally obliged to share information. This includes:

• when required by NHS England to develop national IT and data services
• when registering births and deaths
• when reporting some infectious diseases
• when a court orders us to do so
• where a public inquiry requires the information
• Medical examiners

We will also share information if the public good outweighs your right to confidentiality. This could include:

• to detect, prevent or investigate crime
• where there are serious risks to the public or staff
• to protect children or vulnerable adults

We may also process your information in order to de-identify it, so that it can be used for purposes beyond your individual care whilst maintaining your confidentiality.  These purposes will include to comply with the law and for public interest reasons.

Is information transferred outside the UK?

As a GP surgery, we do not routinely send patient data outside of the UK / EU where the laws do not protect your privacy to the same extent as the law in the UK.

Our data is hosted in UK and is only available to our staff and technical support staff in the UK.

What is our lawful basis for using information?

Under UK GDPR the Practice are mandated to identify a legal basis to process your

personal information.

For personal data

• 6(1)(a) – Consent: this must be freely given, specific, informed, and unambiguous.
• 6(1)(b) – Contract: between a person and a service, such as a service user and privately funded care home.
• 6(1)(c) – Legal obligation: the law requires us to do this, for example where NHS England or the courts use their powers to require the data. See this list for the most likely laws that apply when using and sharing information in health and care.
• 6(1)(d) – Vital interests: Life & Death
• 6(1)(e) – Public task: a public body, such as an NHS organisation or Care Quality Commission (CQC) registered social care organisation, is required to undertake particular activities by law. See this list for the most likely laws that apply when using and sharing information in health and care.

Special Category data (Sensitive Data including Health Records)

• 9(2)(a) – Explicit consent
• 9(2)(b) – Employment, social security, and social protection (if authorised by law)
• 9(2)(c) – Vital interests – Life and Death
• 9(2)(e) – Made public by the data subject
• 9(2)(f) – Legal claims or judicial acts
• 9(2)(g) – Reasons of substantial public interest (with a basis in law)
• 9(2)(h) – Health or social care (with a basis in law)
• 9(2)(i) – Public health (with a basis in law)

Common law duty of confidentiality

In our use of health and care information, we satisfy the common law duty of confidentiality because:

• you have provided us with your consent (we have taken it as implied to provide you with care, or you have given it explicitly for other uses)
• we have support from the Secretary of State for Health and Care following an application to the Confidentiality Advisory Group (CAG) who are satisfied that it isn’t possible or practical to seek consent
• we have a legal requirement to collect, share and use the data
• for specific individual cases, we have assessed that the public interest to share the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with the police to support the detection or prevention of serious crime). This will always be considered on a case-by-case basis, with careful assessment of whether it is appropriate to share the particular information, balanced against the public interest in maintaining a confidential health service

How do we protect your personal information?

As a Practice, we are committed to protecting your privacy and will only process data in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018, the Common Law Duty of Confidentiality, professional codes of practice, the Human Rights Act 1998 and other appropriate legislation.

Everyone working for the Practice has a legal and contractual duty to keep information about you confidential. All our staff receive appropriate and ongoing training to ensure that they are aware of their personal responsibilities and their obligations to uphold confidentiality.

Staff are trained to ensure how to recognise and report any incident and the organisation has procedures for investigating, managing, and learning lessons from any incidents that occur.

All identifiable information that we hold about you in an electronic format will be held securely and confidentially in secure hosted servers that pass stringent security standards.

Any companies or organisations we use we may use to process your data are also legally and contractually bound to operate under the same security and confidentiality requirements.

All identifiable information we hold about you within paper records is kept securely and confidentially in lockable cabinets with access restricted to appropriately authorised staff.

As an organisation we are required to provide annual evidence of our compliance with all applicable laws, regulations, and standards through the Data Security and Protection toolkit.

Your information is securely stored for the time periods specified in the Records Management Code of Practice.

All records are retained and destroyed in accordance with the NHS Records Management Code of Practice.

The Practice does not keep patient records for longer than necessary and all records are destroyed confidentially once their retention period has been met, and the Practice has made the decision that the records are no longer required.

What are your data protection rights?

Under the GDPR all patients have certain rights in relation to the information which the practice holds about them. Not all of these will rights apply equally, as certain rights are not available depending on the situation and the lawful basis used for the processing.

For reference these rights may not apply are where the lawful basis we use (as shown in the above table in the section on “lawful bases”) is:

• Processing is necessary for the performance of a task carried out in the exercise of official authority vested in the controller – in these cases the rights of erasure and portability will not apply.
• Legal Obligation – in these cases the rights of erasure, portability, objection, automated decision making and profiling will not apply.

Right to be informed

You have the right to be informed of how your data is being used. The propose of this document is to advise you of this right and how your data is being used by the practice

The right of access

You have the right of access You have the right to ask us for copies of your personal information, this is often referred to as a ‘Subject Access Request’. This right always applies. There are some exemptions, which means you may not always receive all the information we process.

You can obtain further information on making a Subject Access Request (SAR) by accessing our practice website here and accessing the ‘Subject Access Request to Medical Information’ section.

Subject Access Request (SAR) can be made in writing by completing the LSMP Subject Access Request Form or verbally, by making the request at our practice reception desk.

The right to rectification

You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

The right to erasure

You have the right to ask us to erase your personal information in certain circumstances- This will not generally apply in the matter of healthcare data

The right to restrict processing

You have the right to ask us to restrict the processing of your information in certain circumstances– You have to right to limit the way in which your data is processed if you are not happy with the way the data has been managed.

The right to object

You have the right to object to processing if you disagree with the way in which part of your data is processed you can object to this- please bear in mind that this may affect the medical services we are able to offer you.

Rights in relation to automated decision-making and profiling

Your rights in relation to automated processing– Sometimes your information may be used to run automated calculations. These can be as simple as calculating your Body Mass Index or ideal weight, but they can be more complex and used to calculate your probability of developing certain clinical conditions, and we will discuss these with you if they are a matter of concern.

No decisions about individual care are made solely on the outcomes of these tools, they are only used to help us assess your possible future health and care needs with you and we will discuss these with you.

The right to data portability

Your right to data portability you have the right to ask that we transfer the information you gave us from one organisation to another. The right only applies if we are processing information based on your consent or under a contract, and the processing is automated, so will only apply in very limited circumstances.

National data opt-out.

Whenever you use a health or care service, such as attending Accident & Emergency or using Community Care services, important information about you is collected in a patient record for that service.  Collecting this information helps to ensure you get the best possible care and treatment.

The information collected about you when you use these services can also be used and provided to other organisations for purposes beyond your individual care, for instance to help with:

• improving the quality and standards of care provided
• research into the development of new treatments
• preventing illness and diseases
• monitoring safety
• planning services

This may only take place when there is a clear lawful basis to use this information. All these uses help to provide better health and care for you, your family and future generations. Confidential health and care information is only used like this when allowed by law.

Whenever possible data used for research and planning is anonymised, so that you cannot be identified and your confidential information is not accessed.

You have a choice about whether you want your confidential information to be used in this way. If you are happy with this use of information you do not need to do anything. If you do choose to opt out your confidential information will still be used to support your individual care.

To find out more or to register your choice to opt-out, please visit www.nhs.uk/your-nhs-data-matters. On this web page you will:

• See what is meant by confidential patient information.
• Find examples of when confidential patient information is used for individual care and examples of when it is used for purposes beyond individual care.
• Find out more about the benefits of sharing data.
• Understand more about who uses the data.
• Find out how your data is protected.
• Be able to access the system to view, set or change your opt-out setting
• Find the contact telephone number if you want to know any more or to set/change your opt-out by phone

See the situations where the opt-out will not apply.

You can change your mind about your choice at any time.

Data being used or shared for purposes beyond individual care does not include your data being shared with insurance companies or used for marketing purposes and data would only be used in this way with your specific agreement.

Our organisation has reviewed the disclosures we make and is compliant with the national data opt-out policy.

Open SAFELY COVID-19 Service

The NHS England Open SAFELY COVID-19 Service is a secure, transparent, open-source software platform for analysis of electronic health data. The system provides access to de-identified (pseudonymised) personal data to support Approved Users (academics, analysts, and data scientists) to undertake approved projects for COVID-19 research, COVID-19 clinical audit, COVID-19 service evaluation and COVID-19 health surveillance purposes.

The purposes for processing are to identify medical conditions and medications that affect the risk or impact of COVID-19 infection on individuals; this will assist with identifying risk factors associated with poor patient outcomes as well as information to monitor and predict demand on health services.

Further information can be found on the NHS digital website.

Other ways we use your information.

Call Recording

All Telephone calls are routinely recorded for the following purposes:

• Protect the interests of both parties.
• Help improve the Practice performance and best practice.
• Help protect practice staff from abusive or nuisance calls.
• Establish the facts in the event of a complaint from either a patient or member of staff and so assist in resolving it.
• A call recording may also be used as evidence in the event that an employee’s telephone conduct is deemed unacceptable. In this situation the recording will be made available to the employee’s manager, to be investigated as per the Practice Disciplinary Policy.

The Leeds Student Medical Practice Call Recording Policy is available here.

SMS Text messaging

When attending the Practice for an appointment or a procedure you may be asked to confirm that the Practice has an accurate contact number and mobile telephone number for you. This can be used to provide appointment details via SMS text messages and automated calls to advise you of appointment times.

CCTV

We employ surveillance cameras (CCTV) on and around our practice in order to:

• protect staff, patients, visitors, and Practice property.
• apprehend and prosecute offenders and provide evidence to take criminal or civil court action.
• provide a deterrent effect and reduce unlawful activity.
• help provide a safer environment for our staff.
• monitor operational and safety related incidents.
• help to provide improved services, for example by enabling staff to see patients and visitors requiring assistance.

We will only retain surveillance data for a reasonable period or as long as is required by law. In certain circumstances (high profile investigations, serious or criminal incidents) we may need to disclose CCTV data for legal.

How do I complain?

If you have any concerns about our use of your personal information, you can make a complaint to us by completing our, Complaints, Concerns and Compliments Form online or by emailing us at, lsmp.admin@nhs.net

Following this, if you are still unhappy with how we have used your data, you can then complain to the ICO.

The ICO’s address is:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Date of last review

This privacy notice was reviewed and updated on 15th May 2024, by RKS.

Privacy Notice – Easy to Read Version 

An easy-to-read version of our privacy statement is available from here.

How can my information be viewed outside of Leeds Student Medical Practice?

Your health information can be shared both locally and nationally at differing levels of detail.

For direct care locally in Leeds: Leeds Care Record

Patients in Leeds are able to benefit from the sharing of information via the Leeds Care Record. This shares contact details, diagnosis list, medications, allergies, test results, referrals & letters and care plans among health professionals in Leeds. Information is shared by GP practices, the Hospital trusts, Community and Mental Health Services, and Social Care.

You have the right to object to your Leeds Care Record being shared by contacting them directly. Details are available via their website.

Download a leaflet on Leeds Care Record.

This is also available in an Easy Read version.

You can opt in and out of these sharing agreements whenever you choose. Details of these schemes are as follows:

Nationally for direct care: Summary Care Record – sharing your information for your care across the NHS.

Your core Summary Care Record is created when you register at a GP practice (although you should be given the option to opt-in/out during your registration). If you do not express a preference, it is currently assumed that your consent is implied.

The Summary Care Record shares only your contact details, medications and allergies with other healthcare professionals involved in your care.

You can also choose to share a Summary Care Record with Additional Information. This shares contact details, medications, allergies, diagnosis list, care plans, end-of-life care and immunisations with other healthcare professionals. Sensitive data is excluded. A Summary Care Record with Additional Information will only be created for you if you explicitly choose this option.  Only the most up-to-date information is shared for each category (EMISWeb).  All current and past information is shared for each category (SystemOne).

Choosing to share a summary care record with additional information is thought to be of great benefit if you are admitted to a hospital locally or elsewhere in the UK.

You can opt out of sharing any of your information in a Summary Care Record. If you decide not to share this will not affect your entitlement to care. However, it could result in the delivery of your care being less efficient as other health professionals will not have access to these parts of your medical history.

Further details are available in this leaflet.

This is also available in an Easy Read version.

You can change your mind about your Summary Care Record at any time.

 To register or change your Summary Care Record preferences, please complete this form and return it to us.

Summary Care Record Consent

Nationally: The national data opt-out.  For purposes beyond direct care.

NHS Digital is developing a new system to support the national data opt-out which will give patients more control over how identifiable health and care information is used for reasons other than your individual care and treatment. The system will offer patients and the public the opportunity to make an informed choice about whether they wish their personally identifiable data to be used for purposes beyond their direct care such as research and planning purposes.

In the past, you may have already chosen to prevent your identifiable data leaving NHS Digital, known as a Type 2 opt-out. All existing Type 2 opt-outs will be converted to the new national data opt-out and this will be confirmed by a letter to all individuals aged 13 or over with an existing Type 2 in place. Once the national data opt-out is launched, it will no longer be possible to change preferences via local GP practices.

The national data opt-out was launched on, 25 May 2018.

More information is available via https://digital.nhs.uk/national-data-opt-out

More information about health and care records, in general, can be found on the NHS website here: NHS Choices

If you have any queries or concerns about how your information is handled, please do not hesitate to contact the Practice Manager for further information,

Operations Manager
Leeds Student Medical Practice
4 Blenheim Walk,
Leeds
LS2 9AE

Page Updated: 15/05/2024 by RKS

under review

If you have a booked appointment you will receive a text reminder approximately 24 hours beforehand. This is another reason to have a UK mobile number registered with the practice as we are not able to send texts to international numbers.

View/Download our Violence and Aggression Policy.