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Practice Policies

Patients’ Rights and Responsibilities

All patients have the right to be treated with respect and not to be discriminated against on the basis of their race, gender or disability. Patients also have the responsibility to ensure that they treat all of the practice staff with the same respect.

Unfortunately some patients have in the past been abusive, intimidating and threatening towards doctors and staff at the practice. The practice will write to any patient behaving in such a fashion to inform them that such behavior is not acceptable and asking them to ensure that they do not behave in this fashion in the future.

If further episodes occur the practice will request that the patient concerned be removed from the list. Patients who are violent towards doctors or staff will be reported to the police and removed from the list with immediate effect.  

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How we use your personal information

This fair processing notice explains why the GP practice collects information about you and how that information may be used.

The health care professionals who provide you with care maintain records about your health and any treatment or care you have received previously (e.g. NHS Trust, GP Surgery, Walk-in clinic, etc.). These records help to provide you with the best possible healthcare.

NHS health records may be electronic, on paper or a mixture of both, and we use a combination of working practices and technology to ensure that your information is kept confidential and secure. Records which this GP Practice hold about you may include the following information;

  • Details about you, such as your address, carer, legal representative, emergency contact details • Any contact the surgery has had with you, such as appointments, clinic visits, emergency appointments, etc. • Notes and reports about your health • Details about your treatment and care • Results of investigations such as laboratory tests, x-rays etc • Relevant information from other health professionals, relatives or those who care for you

To ensure you receive the best possible care, your records are used to facilitate the care you receive. Information held about you may be used to help protect the health of the public and to help us manage the NHS. Information may be used within the GP practice for clinical audit to monitor the quality of the service provided.

Some of this information will be held centrally and used for statistical purposes. Where we do this, we take strict measures to ensure that individual patients cannot be identified. Sometimes your information may be requested to be used for research purposes – the surgery will always gain your consent before releasing the information for this purpose.

Risk Stratification

Risk stratification data tools are increasingly being used in the NHS to help determine a person’s risk of suffering a particular condition, preventing an unplanned or (re)admission and identifying a need for preventive intervention. Information about you is collected from a number of sources including NHS Trusts and from this GP Practice. A risk score is then arrived at through an analysis of your de-identified information using software managed by TPP who are the providers of our clinical software, and is only provided back to your GP as data controller in an identifiable form. Risk stratification enables your GP to focus on preventing ill health and not just the treatment of sickness. If necessary your GP may be able to offer you additional services. Please note that you have the right to opt out of your data being used in this way.

Medicines Management

The Practice may conduct Medicines Management Reviews of medications prescribed to its patients. This service performs a review of prescribed medications to ensure patients receive the most appropriate, up to date and cost effective treatments. This service is provided to practices within North Yorkshire through Harrogate and Rural District Clinical Commissioning Group.

How do we maintain the confidentiality of your records?

We are committed to protecting your privacy and will only use information collected lawfully in accordance with:

  • Data Protection Act 1998 • Human Rights Act 1998 • Common Law Duty of Confidentiality • Health and Social Care Act 2012 • NHS Codes of Confidentiality, Information Security and Records Management • Information: To Share or Not to Share Review

Every member of staff who works for an NHS organisation has a legal obligation to keep information about you confidential.

We will only ever use or pass on information about you if others involved in your care have a genuine need for it. We will not disclose your information to any third party without your permission unless there are exceptional circumstances (i.e. life or death situations), where the law requires information to be passed on and / or in accordance with the new information sharing principle following Dame Fiona Caldicott’s information sharing review (Information to share or not to share) where “The duty to share information can be as important as the duty to protect patient confidentiality.” This means that health and social care professionals should have the confidence to share information in the best interests of their patients within the framework set out by the Caldicott principles. They should be supported by the policies of their employers, regulators and professional bodies.

Who are our partner organisations?

We may also have to share your information, subject to strict agreements on how it will be used, with the following organisations;

  • NHS Trusts / Foundation Trusts • GP’s • NHS Commissioning Support Units • Independent Contractors such as dentists, opticians, pharmacists • Private Sector Providers • Voluntary Sector Providers • Ambulance Trusts • Clinical Commissioning Groups • Social Care Services • Health and Social Care Information Centre (HSCIC) • Local Authorities • Education Services • Fire and Rescue Services • Police & Judicial Services • Voluntary Sector Providers • Private Sector Providers • Other ‘data processors’ which you will be informed of

You will be informed who your data will be shared with and in some cases asked for explicit consent for this happen when this is required.

We may also use external companies to process personal information, such as for archiving purposes. These companies are bound by contractual agreements to ensure information is kept confidential and secure.

Access to personal information

You have a right under the Data Protection Act 1998 to request access to view or to obtain copies of what information the surgery holds about you and to have it amended should it be inaccurate. In order to request this, you need to do the following:

  • Your request must be made in writing to the GP – for information from the hospital you should write direct to them • There may be a charge to have a printed copy of the information held about you • We are required to respond to you within 40 days • You will need to give adequate information (for example full name, address, date of birth, NHS number and details of your request) so that your identity can be verified and your records located

Objections / Complaints

Should you have any concerns about how your information is managed at the GP, please contact the GP Practice Manager. If you are still unhappy following a review by the GP practice, you can then complain to the Information Commissioners Office (ICO) via their website (

If you are happy for your data to be extracted and used for the purposes described in this privacy notice then you do not need to do anything. If you have any concerns about how your data is shared then please contact the practice.


You can be assured that this website does not use cookies to track your activity online.

My Surgery Website Limited does not set first party cookies on this website containing any personal data unless specifically instructed to do so by the user. For example, if a user requests to be remembered on a form then a cookie is set to retain the form data for next time.

The Web Site uses third-party Cookies to collect anonymous traffic data about your use of this website. This information is stored by Google and subject to their privacy policy, which can be viewed here:

Google Analytics collects information such as pages you visit on this site, the browser and operating system you use and time spent viewing pages. The purpose of this information is to help us improve the site for future visitors. These cookies are not used to track you or your activity but if you do not wish these cookies to be stored on your computer, disable cookies in your browser settings.

You may delete Cookies at any time. See the help in your internet browser to find out how to delete your cookies.

Change of Details

It is important that you tell the person treating you if any of your details such as your name or address have changed or if any of your details such as date of birth is incorrect in order for this to be amended. You have a responsibility to inform us of any changes so our records are accurate and up to date for you.


The Data Protection Act 1998 requires organisations to register a notification with the Information Commissioner to describe the purposes for which they process personal and sensitive information.

This information is publicly available on the Information Commissioners Office website

The practice is registered with the Information Commissioners Office (ICO).

Who is the Data Controller?

The Data Controller, responsible for keeping your information secure and confidential is:

Prospect Road Surgery

Complaints about how your information is managed

Should you have any concerns about how your information is managed by the Practice please contact the Practice Manager at the following address:

Prospect Road Surgery, 174 Prospect Road, Scarborough, YO12 7LB

If you are still unhappy following a review by the Practice you can then complain to the Information Commissioners Office (ICO).,, telephone: 0303 123 1113 (local rate) or 01625 545 745

Our Patients’ Views

Our aim is to provide a high quality, friendly, confidential service. We recognise that, no matter how hard we try, we don't always succeed to meet everyone's requirements or expectations.

  • If something is wrong or unsatisfactory please tell us as soon as possible - you can ask to speak in confidence to a member of staff,if we can we will try to put it right or at least investigate the issue.


  • If the issue is a serious matter of concern or a formal complaint please ask to speak to our Practice Manager or contact her on 01723 360178. We have a complaints procedure which can be downloaded below, or alternatively please ask at our Reception desk for a copy of the leaflet. We can also post out a copy of our complaints leaflet at your request.


  • If you have any suggestions as to how we can improve any aspects of our service please let us know. You can speak to a receptionist or any member of staff, a member of the Patient Group, or alternatively fill in one of our 'Make a Suggestion' forms - these are available in the surgery waiting areas. Please hand your completed form to a receptionist or post it in the box provided.


We value our Patients' feedback and genuinely want to hear what you have to say, and if we can, improve our practice and performance as a result.

Download a copy of our complaints leaflet

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