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Practice Policies


Data Protection

The practice complies with Data Protection and Access to Medical Records legislation. 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.

Under the Data Protection Act 1998, you are entitled to access your clinical records or any other personal information held about you. To use this service please contact the Practice Manager.

The practice operates under the Freedom of Information Act 2003 and we will respond to written requests for information held by the practice.

Rights and Responsibilities

In addition to accessing personal information you are entitled to request information about Llanfyllin Group Practice. The practice recognises that members of the public have the right to know how public services are organised and run.

Llanfyllin Group Practice has a policy of removing from their list any patient who is physically or verbally abusive or threatening towards any member of our staff. We promise to treat our patients with respect - in return, we feel our staff are entitled to the same respect.

Chaperone Policy

This practice is committed to providing a safe, comfortable environment where patients and staff can be confident that best practice is being followed at all times and the dignity and safety of everyone is of paramount importance.

All patients are entitled to have a chaperone present for any consultation, examination or procedure where they feel one is required. This chaperone may be a family member or friend. On occasions you may prefer a formal chaperone to be present, i.e. a member of staff.

Wherever possible we would ask you to make this request at the time of booking your appointment so that arrangements can be made and your appointment is not delayed in any way. Where this is not possible we will endeavour to provide a formal chaperone at the time of request. However occasionally it may be necessary to reschedule your appointment.

Your healthcare professional may also require a chaperone to be present for certain consultations in accordance with our chaperone policy.


We recognise the importance of carers within the community and the support that they give to patients and families. The practice is committed to:

  • identify patients who are carers within the practice population
  • refer (with their consent) carers and patients, to Powys Carers Service for information, advice and support or for a Social Services assessment where appropriate
  • support the health and wellbeing of carers within the practice population

Llanfyllin Group Practice Privacy Statement

Llanfyllin Group Practice aims to ensure that we provide the highest quality of care to all of our patients. In order for us to do this, we keep records about you, your health, and the care that we have provided or intend to provide to you.

How we use your information

In order to provide your care, we need to collect and keep and share information about you and your health in our records. These may include the following information about you:

  • Details about you, such as your address, carer, legal representatives, emergency contact details, next of kin
  • Contact the surgery has had with you, such as appointments, visits, consultations,
  • Notes and reports about your health, including from other NHS / Health organisations
  • Treatment plans and care
  • Results of investigations
  • Relevant information from other health professionals, relatives or those who care for you.

We may use or share your information for the following purposes:

  • Looking after the health of the general public
  • Ensuring that our services meet the needs of our patients
  • Auditing
  • NHS statistical research ( All information will be anonymised)
  • Investigating concerns / complaints or legal claims
  • Training and educating staff
  • Research approved by the local health board ( you will always be asked for consent prior to research being carried out)
  • To enable us to work effectively with other health professionals

Disclosure to Other Health and Social Professionals

We work very closely with a number of other health care providers, below is a list of organisations of which we may share your information with:

  • NHS Hospitals / Trusts
  • Relevant GP Practices
  • Independent contractors such as Dentists, Opticians, Pharmacies
  • Private Sector Healthcare Providers ( Hospices, care homes, private hospitals)
  • Ambulance Trusts
  • Health & Social Care Information Centre
  • Specialist Trusts
  • Local Health Boards
  • NHS 111
  • Out of Hours Services
  • NHS Walk in Centres including Minor injury units

We may also share your information, with your consent and subject to strict sharing protocols to:

  • Local authority services i.e.: social care, education and housing; public health.
  • Police and fire services

IT Systems

Llanfyllin Group Practice operates a clinical system on which staff record information securely. This information can then be shared with other clinicians so as everyone caring for you has up to date access to information that we hold for you such as medical history, allergies, test results and medication. It is important in order to provide safe care that this information is available to other organisations Unless you have asked us not to.

The clinical system in which Llanfyllin Group Practice operates is held in an offsite server within the NHS, This means that all of the electronic information in which we hold for you is secure and protected away from the practice when the surgery is closed. NWIS are the providers of the server and they are situated at the following address:

NWIS Mold Office
Hendy Road

How we keep your Information safe and confidential

Here at Llanfyllin Group Practice we pride ourselves on our commitment to protect your privacy and will only your information lawfully in accordance with the Data Protection Act (1998), Article 8 of the Human Rights Act, the Common Law Duty and Confidentiality, and the NHS Codes of Confidentiality and Security.

We will only pass on your information if there is a genuine need to do so. We will never disclose information about you to third parties unless we have your permission to do so, unless in exceptional circumstances, such as when it the law requires.

In order to protect you, we will not normally disclose any information to anyone other than you, unless we have gained permission from yourself prior. If you require for us to speak with your family, friends or colleagues about you then you must provide us with your consent.

Anyone who received information from us is under a legal duty to also keep your information safe and secure. All persons whom work within Llanfyllin Group Practice and those who are contracted to us sign a confidentiality statement which explicitly states their duties to ensure that your information is secure and used appropriately and the consequences of a breach of that agreement.

Within the practice your medical records will be used in different ways by all members of staff, which includes non-clinical staff members. They access your information for various reasons to include: typing letters, opening letters from Hospitals and other healthcare providers, scanning and processing consultant letters onto the clinical system, updating your personal details, photocopying or printing documents from your clinical record, processing and dispensing medication requests ( this list is not exhaustive) .

Rights of Access to your Health Information

You have the rights under the Data Protection Act 1998 to request access to view or to obtain copies of what information we hold about you and to have it amended if you feel that it is inaccurate. ( This is known as ‘ he right of subject access’. If you want to see the information in which the practice holds:

  • You will need to make a written request to the GP ( There may be a charge to have a printed copy of the information we hold about you)
  • We are required to respond to your request within 40 days
  • You will need to give adequate information for us to be enables to identify you ( Full name, address, DOB, NHS number etc);

Who else may ask for your information ?

  • Law Courts can insist that we disclose medical information to them
  • Solicitors often ask for medical reports, these will never be released without your written consent, usually obtained by the solicitor. We will usually anonymise any third party details such as family members, unless we have their consent also
  • Public Health may have limited information shared for national statistical data such as vaccination records
  • Social services such as benefits office, disability services etc.. however information will not be released without your signed consent.
  • Life assurance companies will frequently ask for medical reports, and we must disclose all relevant information needed unless you have requested that we do not. Signed consent must be obtained before any information is released to the life assurance company.

** You have the right, should you re quest it to see any report to insurance companies or employers before they are sent.

Changes to this privacy notice

We keep out privacy notice under regular review. This notice will be reviewed again in November 2019

Complaints / Concerns

If you have any concerns about how your information is managed at our practice, then please contact the Practice Manager Juliet Nixon. If you are unhappy with the practice’s response then you can address you concerns with the Information Commissioners Office (ICO) via their website or via telephone on 0303 123 1113.

If you are happy for your information to be extracted and used as outlined in this privacy notice, then you need not do anything.

Change of Details

It s important that we keep your information up to date, if anything changes such as address or name then please alert us so as we can amend you records. It is your responsibility to inform us.

Further Information

Further information about the way in which the NHS uses your personal information and your rights in that respect can be found on:

The HSCIC Guide to Confidentiality gives more information on the rules around information sharing:

Data Protection Act 1998

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