Accuracy

This internet site has been developed with the intention of providing information only. Whilst all attempts will be made to maintain accuracy and validity, the Practice accepts no responsibility for events arising from use of the information provided. Although the advice for patients is as comprehensive and accurate as possible, it is only general and should not be used as a substitute for the patient consulting their own doctor.

Availability

We cannot guarantee uninterrupted access to this website, or the sites to which it links. We accept no responsibility for any damages arising from the loss of use of this information.

Links

All links from this website are provided for information and convenience only. We cannot accept responsibility for sites linked to, or the information found there. A link does not imply an endorsement of a site; likewise, not linking to a particular site does not imply lack of endorsement.

Medical Information on the Internet

If you use the Internet for medical information:

• Always look for a balanced view – not just one site.
• Remember that anyone can publish anything on the Internet.
• Make sure the authors and their qualifications are listed.
• Look at what other reliable information the site refers to.
• Check that the site is regularly updated.
• Look for advertising which might influence the information on the site.
• Avoid online consultations or diagnoses.
• Check on privacy and confidentiality.
• Sites from outside the UK may mention treatments that are not available here.

Data Protection Notice

1. About the personal information we use

Maybole Medical Practice use personal information on different groups of individuals including:

• Patients
• Staff
• Contractors
• Suppliers
• Complainants, enquirers
• Survey respondents
• Professional experts and consultants
• Individuals captured by CCTV

The personal information we use includes information that identifies you like your name, address, date of birth and postcode.

We also use more sensitive types of personal information, including information about racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; genetic data, health; sex life or sexual orientation.

The information we use can relate to personal and family details; education, training and employment details; financial details; lifestyle and social circumstances; goods and services; visual images; details held in the patient record; responses to surveys.

2. Our purposes for using personal information

Under the National Health Service (General Medical Services Contracts)(Scotland) Regulations 2018 Maybole Medical Practice are contracted to provide continuing, comprehensive, co-ordinated and person centred healthcare to patients in their communities. We undertake these tasks so that we can help to promote the improvement of the physical and mental health of our patients.

We use personal information to enable us to provide healthcare services for patients, supporting and managing our employees; maintaining our accounts and records and the use of CCTV systems or crime prevention.

3. Our legal basis for using personal information

Maybole Medical Practice, as data controller, is required to have a legal basis when using personal information. Maybole Medical Practice considers that performance of our tasks and functions are in the public interest.  So when using personal information our legal basis is usually that its use is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority vested in us.  In some situations we may rely on a different legal basis; for example, when we are using personal information to pay a supplier, our legal basis is that its use is necessary for the purposes of our legitimate interests as a buyer of goods and services. Another example would be for compliance with a legal obligation to which Maybole Medical Practice is subject to, for example under the Public Health etc (Scotland) Act 2008 we are required to notify Health Protection Scotland when someone contracts a specific disease.

When we are using more sensitive types of personal information, including health information, our legal basis is usually that the use is necessary:

• for the provision of health or social care or treatment or the management of health or social care systems and services; or
• for reasons of public interest in the area of public health; or
• for reasons of substantial public interest for aims that are proportionate and respect people’s rights, for example research; or
• in order to protect the vital interests of an individual; or
• for the establishment, exercise or defence of legal claims or in the case of a court order.

On rare occasions we may rely on your explicit consent as our legal basis for using your personal information.  When we do this we will explain what it means, and the rights that are available, to you.  You should be aware that we will continue to ask for your consent for other things like taking part in a drug trial.

4. Who provides the personal information

When you do not provide information directly to us, we receive it from other individuals and organisations involved in the delivery of health and care services in Scotland.  These include NHS Boards including hospitals and primary care contractors such as GPs, dentists, pharmacists and opticians; other public bodies e.g. Local Authorities and suppliers of goods and services.

5. Sharing personal information with others

Depending on the situation, where necessary we will share appropriate, relevant and proportionate personal information in compliance with the law, with the following:

• Our patients and their chosen representatives or carers
• Staff
• Current, past and potential employers
• Healthcare social and welfare organisations
• Suppliers, service providers, legal representatives
• Auditors and audit bodies
• Educators and examining bodies
• Research organisations
• Financial organisations
• Professional bodies
• Police forces, Fire Services, Armed Forces
• Central Government
• Insurance Companies

7. Transferring personal information abroad

It is sometimes necessary to transfer personal health information overseas for example if you require urgent medical treatment abroad. When this is needed information may be transferred to countries or territories around the world. Any transfers made will be in full compliance with NHSScotland Information Security Policy.

8. Retention periods of the information we hold

Within Maybole Medical Practice we keep personal information as set out in the Scottish Government Records Management: NHS Code of Practice (Scotland) Version 2.1 January 2012.  The NHS Code of Practice sets out minimum retention periods for information, including personal information, held in different types of records including personal health records and administrative records.

9. How we protect personal information

We take care to ensure your personal information is only accessible to authorised people.  Our staff have a legal and contractual duty to keep personal health information secure, and confidential. The following security measures are in place to protect personal information:

• All staff undertake mandatory training in Data Protection and IT Security
• Compliance with NHS Scotland Information Security Policy
• Organisational policy and procedures on the safe handling of personal information
• Access controls and audits of electronic systems

10. Your rights

This section contains a description of your data protection rights within Maybole Medical Practice.

The right to be informed

Maybole Medical Practice must explain how we use your personal information. We use a number of ways to communicate how personal information is used, including:

• This Data Protection Notice
• Information leaflets
• Discussions with staff providing your care

The right of access

You have the right to access your own personal information.

This right includes making you aware of what information we hold along with the opportunity to satisfy you that we are using your information fairly and legally.

You have the right to obtain:

• Confirmation that your personal information is being held or used by us
• Access to your personal information
• Additional information about how we use your personal information

Although we must provide this information free of charge, if your request is considered unfounded or excessive, or if you request the same information more than once, we may charge a reasonable fee.

If you would like to access your personal information, you can do this by contacting:

Mrs Tracey Malone, Practice Manager

Once we have details of your request and you have provided us with enough information for us to locate your personal information, we will respond to your request without delay, within one month (30 days). However If your request is complex we may take longer, by up to two months, to respond.  If this is the case we will tell you and explain the reason for the delay.

The right to rectification

If the personal information we hold about you is inaccurate or incomplete you have the right to have this corrected.

If it is agreed that your personal information is inaccurate or incomplete we will aim to amend your records accordingly, normally within one month, or within two months where the request is complex.  However, we will contact you as quickly as possible to explain this further if the need to extend our timescales applies to your request.  Unless there is a risk to patient safety, we can restrict access to your records to ensure that the inaccurate or incomplete information is not used until amended.

If for any reason we have shared your information with anyone else, perhaps during a referral to another service for example, we will notify them of the changes required so that we can ensure their records are accurate.

If on consideration of your request Maybole Medical Practice does not consider the personal information to be inaccurate then we will add a comment to your record stating your concerns about the information. If this is case we will contact you within one month to explain our reasons for this.

If you are unhappy about how we have responded to your request for rectification we will provide you with information on how you can complain to the Information Commissioner’s Office, or how to take legal action.

The right to object

When Maybole Medical Practice is processing your personal information for the purpose of the performance of a task carried out in the public interest or in the exercise of official authority you have the right to object to the processing and also seek that further processing of your personal information is restricted. Provided we can demonstrate compelling legitimate grounds for processing your personal information, for instance; patient safety or for evidence to support legal claims, your right will not be upheld.

Other rights

There are other rights under current Data Protection Law however these rights only apply in certain circumstances. If you wish further information on these rights click here

The right to complain

Maybole Medical Practice, designate a Data Protection Officer to check that we handle personal information in a way that meets data protection law.  If you are unhappy with the way in which we use your personal information please tell our Data Protection Officer using the contact details below.

Dr Crawford McGuffie

Medical Director

Medical Directors Office

University Hospital Ayr

Dalmellington Road

Ayr

KA6 6DX

Email: [email protected]

Telephone: 01292 614553

You also have the right to complain about how we use your personal information to the Information Commissioner’s Office (ICO).  Details about this are on their website at www.ico.org.uk.

What is Patient Access?

• Book and cancel appointments.
• Order repeat medication.

How Do I Register?

There is a link called Book an appointment in the Appointments section of the home page after you have signed into Patient Access. To view a video on this please click here.

How Do I Order a Repeat Prescription?

There is a link called Make a request in the Repeat Prescriptions section of the home page after you have signed into Patient Access.

Patient Access – FAQ / General Help

https://support.patientaccess.com/

It is our intention to provide the best quality of care to our patients. If you have any comments, suggestions or complaints please do not hesitate to contact the Practice Manager.

Suggestion Box

A box is situated at reception for any comments on the service offered. We invite you to comment, in writing, either anonymously or accompanied by your name and address. if you leave your name and address, we will acknowledge your comments.

Complaints

If, on any occasion, you feel we have not performed well we would like to hear about it. We use complaints and suggestions to identify potential areas for service improvement and staff training.

If you can, first talk to a member of staff involved in your care. We find that most problems can be resolved quickly at the time they arise and with the person concerned. If you feel you are unable to talk to the staff involved in your care or feel that your complaint is more serious, you can ask to speak with the Practice Manager.

Your Summary Care Record will contain important information about any medicines you are taking, allergies you suffer from and any bad reactions to medicines that you have had.

Giving healthcare staff access to this information can prevent mistakes being made when caring for you in an emergency or when your GP practice is closed.

Your Summary Care Record will also include your name, address, date of birth and your unique NHS Number and CHI Number to help identify you correctly.

You may want to add other details about your care to your Summary Care Record. This will only happen if you ask for the information to be included. You should discuss your wishes with the healthcare staff treating you.

You can choose not to have a Summary Care Record. You need to let your GP practice know by filling in and returning an opt-out form.

Should a patient become violent or abusive to any member of the practice team or public whilst on practice premises this will lead to removal from the premises and/or practice list.