Data Protection Information
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 information for this purpose.
You have a right under the General Data Protection Regulations to request access to view or to obtain copies of the 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 Data Protection Officer for the practice– for information about the hospital you should write directly to them
- You have a right of access to a copy of all of the information held about you free of charge.
- We are required to respond to you within one month.
- 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
A copy of the Privacy Notice can be viewed on the website.
GP Net Earnings
Publication of GP earnings 2023/24
All GP practices are required to declare the mean earnings (e.g. average pay) for GPs working to deliver NHS services to patients at each practice.
The average pay for GPs working in Mendlesham Medical Group in the last financial year was £61,233 before tax and National Insurance. This is for 2 full time GPs, 4 part time GPs and 3 locum GPs who worked in the practice for more than six months.
However, it should be noted that the prescribed method for calculating earnings is potentially misleading because it takes no account of how much time doctors spend working in the practice and should not be used to form any judgement about GP earnings, nor to make any comparison with any other practice.
Mendlesham Medical Group Privacy Policy
Your Information
Mendlesham Medical Group takes privacy seriously and we want to provide you with information about your rights, who we share you information with and how we keep it secure.
Please use the links below to find more information about the Practice and Data Protection.
Named Accountable GP
All patients at the practice have a named accountable GP on their clinical record. Your named GP has overall responsibility for your care but you may see any GP of your choosing at the surgery. If you wish to find out who your named GP is, please ask at reception.
When registering, you have the right to express a preference to be seen by a particular GP. This will be recorded on our clinical system and, where possible, you will be allocated appointments with that clinician. All patients will be assigned a named accountable GP however this does not prevent you from seeing any GP of your choosing.
Practice Complaints
Download our Practice Complaints Procedure
We always try to give you the best services possible, but there may be times when you feel this has not happened.
If you would like to complain more formally, please write to our Practice Manager, who will take full details of your complaint and decide how best to undertake the investigation.
You will receive acknowledgement of your complaint within 3 working days.
We will try to:
- Fully investigate your complaint
- provide you with an explanation
- discuss any action that may be needed
- follow up any learning points with the whole team
We hope that you will be satisfied that we have dealt with your complaint thoroughly. However, if this is not possible and you wish to continue with your complaint, you have the right to approach the Health Service Ombudsman – contact details on the complaint patient leaflet above.
Our Practice procedure is not able to deal with questions of legal liability or compensation. We hope you will use it to allow us to look into and, if necessary, put right any problems you have identified or mistakes that have been made.
Please note that we must respect our duty of confidentiality to patients and a patient’s consent will be necessary if a complaint is not made by that patient in person.
Prescribing Policy For Patients Travelling Abroad
This policy outlines the procedure for patients travelling abroad for short and long periods of time.
NHS Policy
By law, the NHS ceases to have responsibility for the medical care of patients when they leave the UK. In addition GPs are not required by their terms of service to provide prescriptions for the treatment of a condition that is not present and may arise while the patient is abroad.
The NHS does accept responsibility for supplying ongoing medication for temporary periods abroad of up to 3 months. However, if a person is going to be abroad for more than 3 months, then they are only entitled (at NHS expense) to a sufficient supply of regular medication in order to get to their destination, where they should the find an alternative supply of that medication.
Patients residing abroad for a period of more than 3 months should be removed from the registered patient list.
Mendlesham Medical Group Policy
We may ask for proof of travel, such as tickets or confirmation documents.
Travelling out of the country for less than 3 months
For patients who inform us they will be out of the country for less than 3 months, we will provide sufficient medicines for an existing condition (e.g. asthma, diabetes…) for the period while the patient is away where it is safe to do so. Drugs that require frequent monitoring may not be prescribed where there are safety concerns. One months supply only will be issued for drugs normally available over the counter, such as paracetamol.
Travelling out of the country for more than 3 months
Patients who inform us they will be leaving the country for more than 3 months will be prescribed sufficient medication to enable them to make alternative arrangements at their destination (up to 3 months supply where safe to do so).
They will also be removed from our patient list. We will be pleased to re-register patients on their return to residence in the UK and can reassure patient that their electronic notes are kept on file for reference on your return.
Patients and relatives should not seek medication for themselves while they are abroad as this constitutes NHS fraud.
Prescriptions for medicines in case of illness while abroad
GP’s will only prescribe NHS prescriptions in this case for exacerbations of pre-existing illnesses. E.g. antibiotics for patients who have frequent infections secondary to an underlying lung condition.
GPs may provide private prescriptions if it is clinically appropriate and they can be self-administered safely without medical assessment while abroad. These prescriptions are not free.
Patients should be aware that some drugs commonly prescribed in the UK may be illegal in certain countries and you should check with that countries embassy before you travel.
Further information
Privacy Notice
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.
Medicines Management Reviews
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 Ipswich and East Suffolk CCG.
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:
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- Data Protection Act 1998(and the provisions of the new Data Protection Act 2018, effective from 25 May 2018)
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- Human Rights Act 1998
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- Common Law Duty of Confidentiality
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- Health and Social Care Act 2012
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- NHS Codes of Confidentiality, Information Security and Records Management
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- 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 some of the following organisations;
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- NHS Trusts / Foundation Trusts
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- GP’s
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- NHS Commissioning Support Units
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- Independent Contractors such as dentists, opticians, pharmacists
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- Private Sector Providers
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- Voluntary Sector Providers
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- Ambulance Trusts
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- Clinical Commissioning Groups
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- Social Care Services
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- Health and Social Care Information Centre (HSCIC)
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- Local Authorities
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- Education Services
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- Fire and Rescue Services
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- Police & Judicial Services
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- Voluntary Sector Providers
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- Private Sector Providers
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- 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 General Data Protection Regulations 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:
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- Your request must be made in writing to the Data Protection Officer for the practice– for information from the hospital you should write direct to them
-
- You have a right of access to a copy of all of the information held about you free of charge
-
- We are required to respond to you within one month
-
- 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 practice, please contact the Data Protection Officer for the surgery. 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: Information Commissioner’s Office.
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.
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.
Notification
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: www.ico.org.uk.
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: Dr Raj Tanna
Mendlesham Medical Group – (ICO No: Z4603065)
Complaints
Should you have any concerns about how your information is managed by the Practice please contact the Practice Manager at the following address:
Mendlesham Medical Group,
Chapel Road,
Mendlesham,
Stowmarket,
Suffolk,
IP14 5SQ
If you are still unhappy following a review by the Practice you can then complain to the Information Commissioners Office (ICO).
Website: www.ico.org.uk
Email: casework@ico.org.uk
Telephone: 0303 123 1113 (local rate) or 01625 545 745
Sharing your information
How sharing information in your medical records can help the NHS to provide better care
A modern information system has been developed, which will make increased use of information from medical records with the intention of improving health services. The system is being delivered by the Health and Social Care Information Centre (HSCIC) and NHS England on behalf of the NHS.
It is important that the NHS can use this information to get a complete picture of what is happening across health and social care and to plan services according to what works best. The new system will provide joined-up information about the care received from all of the different parts of the health service, including hospitals and GP practices.
Your date of birth, full postcode, NHS Number and gender rather than your name will be used to link your records in a secure system, managed by the HSCIC. Once this information has been linked a new record will be created. This new record will not contain information that identifies you. The type of information shared, and how it is shared, is controlled by law and strict confidentiality rules.
The new system will also provide information that will enable the public to hold the NHS to account and ensure that any unacceptable standards of care are identified as quickly as possible. Information will help to:
- find more effective ways of preventing, treating and managing illnesses
- guide local decisions about changes that are needed to respond to the needs of local patients
- support public health by anticipating risks of particular diseases and conditions, and help us to take action to prevent problems
- improve the public’s understanding of the outcomes of care, giving them confidence in health and care services
- guide decisions about how to manage NHS resources so that they can best support the treatment and management of illness for the benefit of patients
If you are happy for your information to be used then you do not need to do anything. But if you have concerns you should talk to your GP.
If you do not want information that identifies you from being shared outside your GP practice, talk to a member of staff at your practice. They will make a note of this in your medical record. This will prevent your information being used other than where necessary by law, such as in case of a public health emergency. You will also be able to restrict the use of information held by other places you receive care from. However, this will not affect the care you receive.
You can change your mind at any time and as many times as you wish. Just speak to your GP practice and ask them to record your wishes. For example, if you state that you are happy for your information to be used then you later decide that you object, tell your GP and the HSCIC will then ensure that any information they have from your GP practice and that could identify you is removed.
Staff Training
Once a month the Practice is closed for the afternoon for essential staff training.
The dispensary and reception are still open for collections and walk in administrative queries. There are no clinical staff (GPs or Nurses) on site during these closures.
Details of closure dates are available from reception or below:
- Thursday 12th February 2026
- Wednesday 15 April 2026
- Thursday 14 May 2026
- Wednesday 17 June 2026
- Thursday 17 September 2026
- Thursday 22 October 2026
- Wednesday 18 November 2026
- Thursday 11 February 2027
Telephone calls made to the surgery during this time will automatically divert to the Out of Hours provider.
Summary Care Record
There is a new Central NHS Computer System called the Summary Care Record (SCR). It is an electronic record which contains information about the medicines you take, allergies you suffer from and any bad reactions to medicines you have had.
Why do I need a Summary Care Record?
Storing information in one place makes it easier for healthcare staff to treat you in an emergency, or when your GP practice is closed.
This information could make a difference to how a doctor decides to care for you, for example which medicines they choose to prescribe for you.
Who can see it?
Only healthcare staff involved in your care can see your Summary Care Record.
How do I know if I have one?
Over half of the population of England now have a Summary Care Record. You can find out whether Summary Care Records have come to your area by asking your GP.
Do I have to have one?
No, it is not compulsory. If you choose to opt out of the scheme, then you will need to complete a form and bring it along to the surgery. You can print and complete the form at the foot of this page.
Your Data
Your Data Matters to the NHS
Information about your health and care helps us to improve your individual care, speed up diagnosis, plan your local services and research new treatments. The NHS is committed to keeping patient information safe and always being clear about how it is used.
How your data is used
Information about your individual care such as treatment and diagnoses is collected about you whenever you use health and care services. It is also used to help us and other organisations for research and planning such as research into new treatments, deciding where to put GP clinics and planning for the number of doctors and nurses in your local hospital. It is only used in this way when there is a clear legal basis to use the information to help improve health and care for you, your family and future generations.
Wherever possible we try to use data that does not identify you, but sometimes it is necessary to use your confidential patient information.
You have a choice
You do not need to do anything if you are happy about how your information is used. If you do not want your confidential patient information to be used for research and planning, you can choose to opt out securely online or through a telephone service. You can change your mind about your choice at any time.
Will choosing this opt-out affect your care and treatment?
No, choosing to opt out will not affect how information is used to support your care and treatment. You will still be invited for screening services, such as screenings for bowel cancer.
What do you need to do?
If you are happy for your confidential patient information to be used for research and planning, you do not need to do anything.
To find out more about the benefits of data sharing, how data is protected, or to make/change your opt-out choice visit www.nhs.uk/your-nhs-data-matters
Zero Tolerance
Our staff work hard to provide you with the best possible service. Please treat them with the courtesy and respect they deserve.
We operate a zero-tolerance policy and may refuse to provide services to individuals or those accompanying individuals who are violent, threaten violence, commit or threaten to commit a criminal offence.
Patients should be aware that they may be removed from the Practice list if they behave in this manner.