How we use your Information


This practice keeps medical records confidential and complies with the General Data Protection Regulation.
We hold your medical record so that we can provide you with safe care and treatment.
We will also use your information so that this practice can check and review the quality of the care we provide. This helps us to improve our services to you.
For more information please click on the link below:

How HYLTON MEDICAL GROUP uses your information to provide you with healthcare

This practice keeps medical records confidential and complies with the General Data Protection Regulation.
We hold your medical record so that we can provide you with safe care and treatment.
We will also use your information so that this practice can check and review the quality of the care we provide. This helps us to improve our services to you.

  • We will share relevant information from your medical record with other health or social care staff or organisations when they provide you with care. For example, your GP will share information when they refer you to a specialist in a hospital. Or your GP will send details about your prescription to your chosen pharmacy.

More information on how we share your information with organisations who are directly involved in your care can be found here: Summary Care Record, Care.Data Research, Electronic Data Sharing Model EDSM.

What is a Summary Care Record?

A Summary Care Record is a brief electronic (computerized) summary which contains information about the medication you take, allergies you suffer from and any adverse reaction to medications you may have.

This information is shared with emergency services such as A&E or the Out of Hours GP services so that

they may treat you safely but does not give emergency services full access to your medical records.

What is Care.Data Research?

The NHS continually gathers data in order to evaluate health and social care services to ensure that the

best and most appropriate healthcare services are properly funded, and will aim to improve health and

social care services. How does the NHS do this?- the NHS will automatically download information from EMIS WEB about diseases such as diabetes, from medical records but this is controlled by laws and strict confidentiality rules. The kind of information used may include your date of birth, postcode and NHS number but your name would not be included.

What is the Electronic Data Sharing Model (EDSM)?

Patients now have a choice about how GP practices share their full electronic medical records. This means patients can choose who can see their information. You therefore have two choices to make:
1. SHARING OUT– If you are sharing out then you agree to have your full medical record shared with other NHS healthcare professionals who are treating you, e.g. district nurses. The standard setting for your medical records WILL NOT be shared out.

  1. SHARING IN– If you are sharing in then you agree to share your medical information with your GP from NHS healthcare professionals who are treating you outside of the surgery. Involving your GP in your care outside of the practice will ensure that your GP is kept up-to-date and that you maintain continuity of care. The standard setting WILL be shared in so that your GP can view all the treatment you receive.
  • Healthcare staff working in A&E and out of hours care will also have access to your information. For example, it is important that staff who are treating you in an emergency know if you have any allergic reactions. This will involve the use of your Summary Care Record OR Emergency Care Summary / Individual Health Record. For more information see: or alternatively speak to your practice.
  • You have the right to object to information being shared for your own care. Please speak to the practice if you wish to object. You also have the right to have any mistakes or errors corrected.


Other important information about how your information is used to provide you with healthcare

Registering for NHS care

·        All patients who receive NHS care are registered on a national database.

·        This database holds your name, address, date of birth and NHS Number but it does not hold information about the care you receive.

·        The database is held by NHS Digital, NHS England Information Services, Business Services Organisation, national organisations which has legal responsibilities to collect NHS data.

·        More information can be found at: the phone number for general enquires at NHS Digital is 0300 303 5678


Identifying patients who might be at risk of certain diseases

·        Your medical records will be searched by a computer programme so that we can identify patients who might be at high risk from certain diseases such as heart disease or unplanned admissions to hospital.

·        This means we can offer patients additional care or support as early as possible.

·        This process will involve linking information from your GP record with information from other health or social care services you have used.

·        Information which identifies you will only be seen by this practice.

·        More information can be found at: or speak to the practice.



·        Sometimes we need to share information so that other people, including healthcare staff, children or others with safeguarding needs, are protected from risk of harm.

·        These circumstances are rare.

·        We do not need your consent or agreement to do this.

·        Please see our local policies for more information:

We are required by law to provide you with the following information about how we handle your information.

Data Controller contact details DR KHALIDI AND KELLY HARDY


Data Protection Officer contact details JIM CARROLL @ SUNDERLAND CCG


Purpose of the processing


·         To give direct health or social care to individual patients.

·         For example, when a patient agrees to a referral for direct care, such as to a hospital, relevant information about the patient will be shared with the other healthcare staff to enable them to give appropriate advice, investigations, treatments and/or care.

·         To check and review the quality of care. (This is called audit and clinical governance).

Lawful basis for processing


These purposes are supported under the following sections of the GDPR:

 Article 6(1)(e) ‘…necessary for the performance of a task carried out in the public interest or in the exercise of official authority…’; and

 Article 9(2)(h) ‘necessary for the purposes of preventative or occupational medicine for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services…” 

Healthcare staff will also respect and comply with their obligations under the common law duty of confidence.

Recipient or categories of recipients of the processed data


The data will be shared with:

·         healthcare professionals and staff in this surgery;

• 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

·         or other organisations involved in the provision of direct care to individual patients.

Rights to object


·         You have the right to object to information being shared between those who are providing you with direct care.

·         This may affect the care you receive – please speak to the practice.

·         You are not able to object to your name, address and other demographic information being sent to NHS Digital.

·         This is necessary if you wish to be registered to receive NHS care.

·         You are not able to object when information is legitimately shared for safeguarding reasons.

·         In appropriate circumstances it is a legal and professional requirement to share information for safeguarding reasons. This is to protect people from harm.

·         The information will be shared with the local safeguarding service SUNDERLAND SAFEGUARDING CHILDREN/ADULT BOARD.

Right to access and correct ·         You have the right to access your medical record and have any errors or mistakes corrected. Please speak to a member of staff or look at our ‘subject access request’ policy on the practice website –  WWW.HYLTONMEDICALGROUP.NHS.UK

  • We are not aware of any circumstances in which you will have the right to delete correct information from your medical record; although you are free to obtain your own legal advice if you believe there is no lawful purpose for which we hold the information and contact us if you hold a different view.
Retention period


GP medical records will be kept in line with the law and national guidance. Information on how long records are kept can be found at:

or speak to the practice.

Right to complain


You have the right to complain to the Information Commissioner’s Office. If you wish to complain follow this link or call the helpline 0303 123 1113
Data we get from other organisations We receive information about your health from other organisations who are involved in providing you with health and social care. For example, if you go to hospital for treatment or an operation the hospital will send us a letter to let us know what happens. This means your GP medical record is kept up-to date when you receive care from other parts of the health service.


What Information Do We Collect?
Your healthcare records contain information about your health and any treatment or care you have received previously (e.g. NHS Trust, GP surgery, Walk-In clinic etc.). 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. Your healthcare record may include the following information.

Details about you, such as address and next of kin
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 on investigations, such as laboratory tests, x-rays, etc.
Relevant information from other health professionals, relatives or those who care for you

Why Do We Collect This Information?
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 help us manage the NHS. Information may also be used for clinical audit to monitor the quality of the service provided. In addition your information will be used to identify whether you are at risk of a future unplanned hospital admission and/or require support to effectively manage a long term condition.

Health Risk Screening
Your local GP Practice in Sunderland is planning to screen patients aged 18 and over already diagnosed with a long term conditions, such as diabetes, dementia, respiratory disease and heart disease. Health risk screening is now a commonly used practice within the NHS that entails accessing healthcare records electronically, and using the data to identify patients who may be at risk of future hospital admissions. The data is used to identify how best to support patients to avoid admission and to manage their conditions more effectively.

How Do We Use This Information?
The results of the screening will enable your GP to decide whether you would benefit from the assistance of a multi-disciplinary care team made up of other healthcare providers, social care professionals such as a district nurse or consultant physician and/or support from voluntary sector organisations. Your information will need to be shared with this team to assist your GP to identify the best care for you.

Do I need to do anything to give my permission?
No. You do not need to anything if you are happy to give permission for health risk screening. However if details from your healthcare records need to be shared as part of a clinical care discussion within the multi-disciplinary care team, we will contact you to obtain your consent.

What if I do not want to give my permission?
If you have any concerns or wish to opt out of health risk screening you should speak our Business /Practice Manager. The practice will ensure your decision is recorded so your records will not be included in any screening process and/or multi-disciplinary care team discussion.

Who Will We Share Your Information With?
For the purposes of Health Risk Screening we may need to share your information with the following organisations, with your consent:

Community Link Nurses and/or Community Matrons from Sunderland Community Health Care Trust (SCHC)
Representatives from Adult Community Services, Sunderland County Council (SCC)
Representatives from Sunderland NHS Foundation Trust (SNHSTSFT)
Integrated Care Coordinators (ICCs) (employed by NCC and SCHC)
Voluntary Support Organisations commissioned by SCCG

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 the Data Protection Act 1998 (which is overseen by the Information Commissioner’s Office), Human Rights Act, the Common Law Duty of Confidentiality, and the NHS Codes of Confidentiality and Security. Every member of staff who works for an NHS organisation has a legal obligation to keep information about you confidential. Anyone who receives information from an NHS organisation has a legal duty to keep it confidential. We maintain our duty of confidentiality to you at all times. We will only ever use or pass on information about you if others involved in your care have 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), or where the law requires information to be passed on. Anyone who receives information from us is also under a legal duty to keep this information confidential.

How your records are used to help the NHS
Your information may be used to help assess the needs of the general population and make informed decisions about the provision of future services. Information can also be used to conduct health research and development, monitor NHS performance, to help NHS plan for the future and to investigate complaints in respect of the services we commission.

We will not publish any information that identifies you or routinely disclose any information about you without your express permission. At any time you have the right to refuse/withdraw consent to information sharing. The possible consequences will be fully explained to you, such as potential delays in receiving care.

There may be circumstances where we are bound to share information about you owing to legal obligation, such as for benefit of public health in the event of a pandemic.

Access to Your Information
You have the right under Data Protection Act 1998 to access, view what information the surgery holds about you, and to have it corrected should it be inaccurate. This is known as ‘the right of subject access’. If we do hold information about you we will:

  • Give you a description of it;
  • Tell you why we are holding it;
  • Tell you who it could be disclosed to; and
  • Let you have a copy of the information in an intelligible form.

If you would like to make a ‘subject access request; please contact the Practice Manager in writing.

There are 2 main record sharing initiatives at the moment.

The Summary Care Record SCR is an electronic record of important patient information, created from GP medical records. It can be seen and used by authorised staff in other areas of the health and care system involved in the patient’s direct care.

The GNR The Great North Care Record is a local version of the summary care record which is data sharing between health agencies in and around Sunderland including Out of Hours, Social Services, Hospitals and ambulance services in the area.  This enables them to access your records for direct care – they can see items such as your allergies/past medical history and medication lists.
Please click on the links below for further information.

Summary Care Record

Great North Care Record


Comments are closed.