Practice Policies

This section details several policies which describe our committment to our patients:

  • Confidentiality
  • Patients Rights 
  • Violence
  • Freedom of Information & Request to Access Records
  • How we use your Health Record.


confidential_fileAll members of the primary health care team in the course of their duties have access to your medical records. They all adhere to the highest standards of maintaining confidentiality.

As our reception area is a little public, if you wish to discuss something of a confidential nature please mention it to one of the Receptionist who will make arrangements for you to have the necessary privacy.

The practice complies with Data Protection and Access to Medical Records legislation. Identifiable information about you will be shared with others in the following circumstances:

  • To provide further medical treatment for you e.g. from district nurses and hospital services.
  • To help you get other services e.g. from the social work department. This requires your consent.
  • When we have a duty to others e.g. in child protection cases Anonymised patient information will also be used at local and national level to help the Health Board and Government plan services e.g. for diabetic care.

If you do not wish anonymous information about you to be used in such a way, please let us know.

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.

Calling on Behalf of Someone Else

We are able to book an appointment for a registered patient if the call is made by someone else on their behalf.  However, we are unable to give out any information regarding appointments to anyone other than the patient or their carer, unless we have recorded patient consent or the patient is a child.  Providing this information contravenes the confidentiality policy.  We do not record who made the appointment initially.

Patients' Records and Confidentiality

Under the Access to Health Records Act (1998) patients are allowed to view their medical records. Copies of such records can also be requested, in writing, for which we make a charge. We hold patient information on computer and comply with the requirements of the Data Protection Act.

To provide you with the care you need, we hold the details of your consultations, illnesses, tests, prescriptions and other treatments that have been recorded by everyone involved in your care and treatment e.g. Doctor, Health Visitor, and Practice Nurse.  This information may be stored on paper or electronically on computer files by practice staff.

We sometimes disclose some of your personal health information with other organisations involved in your care. For example, when your Doctor refers you to a specialist at the hospital we will send relevant details about you in the referral letter and receive information about you from them. Our practice also participates in regional and national programmes such as cervical cytology screening service and your name and address, date of birth and health number will be given to them in order to send an invitation to you.

We need to use some of your personal health information for administrative purposes.  In order to receive payment for services provided to you, we have to disclose basic details about you to the NHS Board responsible for this area and to the Common Services Agency for the Scottish Health Service.  These organisations have a role in protecting public funds and are authorised to check that payments are being properly made.  We are required to co-operate with these checks and the disclosure of your data is a necessary part of our provision of healthcare services.

Sometimes, we may participate in studies that are designed to improve the way services are provided to you or to check that our performance meets required standards and benchmarks.  Whenever we take part in activities such as these, we will ensure that as far as possible, any details that may identify you are not disclosed.

We are sometimes involved in health research and the teaching of student nurses, doctors and other health professionals.  We will not use or disclose your personal health information for these purposes unless you have been informed beforehand and given your consent for us to do so.

Where you need a service jointly provided with a local authority, we will seek your permission before giving them your details.

Sometimes we are required by law to pass on information, e.g. the notification of births and deaths and certain diseases or crimes to the government is a legal requirement.

Our use of your personal health information is covered by a duty of confidentiality and is regulated by the Data Protection Act.  The Data Protection Act gives you a number of rights in relation to how your personal information is used, including a right to access the information we hold about you.

Everyone working for the NHS has a legal duty to keep information about confidential and adheres to a Code of Practice on Protection of Patient confidentiality. Further information can be found at Anyone who receives information from us is also under a legal duty to keep it confidential.

If you have any concerns about confidentiality, please speak to your doctor or to the Practice Manager, Louise West.

Patient Rights

You will be treated with respect and as a partner in your care. Being a partner means you have responsibilities too.

We will:

  • Ensure our patients have 24-hour access to medical advice.
  • Aim for you to have access to a suitably qualified medical professional within 48 hours of your initial contact during surgery hours, or in an urgent case, the same day.
  • Work in partnership with you to achieve the best medical care possible.
  • Involve you and listen to your opinions and views in all aspects of your medical care.
  • The prevention of disease, illness and injury is a primary concern.

The medical staff will advise and inform you of the steps you can take to promote good health and a healthy lifestyle. We would respectfully ask that you:

  • Let us know if you intend to cancel an appointment or are running late.
  • Treat staff with courtesy and respect. Reception staff may have to ask some personal questions to assist us in providing you with the best service
  • Inform the practice staff of any alterations in your circumstances, such as change of surname, address or telephone number. Please ensure that we have your correct telephone number, even if it’s ex-directory.

As patients, you are responsible for your own health and that of any dependents. It is important that you adhere to information and advice given to you by health professionals, and co-operate with the practice in endeavouring to keep you healthy.

The practice can provide brochures advising patients on How we use your Health Records and also your entitlement to information under The Freedom of Information Act.

Violence Policy

The practice considers aggressive behaviour to be any personal, abusive and/or aggressive comments, cursing and/or swearing, physical contact and/or aggressive gestures.

The practice will request the removal of any patient from the practice list who is aggressive or abusive towards a doctor, member of staff, other patient, or who damages property.

All instances of actual physical abuse on any doctor or member of staff, by a patient or their relatives will be reported to the police as an assault.

Freedom of Information

Please click on the link to read our patient leaflet which gives information on the general right of access to all types of recorded information held by the practice.

Patient Leaflet

If you wish to see your records, you can apply through Online Patient Access. If you do not have an online patient access account please click on the link below, to complete the form and submit to the Practice Manager.

Form to request access to Health Record

Your Health Record

Managing your health record is important to us. To support Patient care, all patient information is stored electronically in a Summary Care Record (SCR).  It is a copy of key information held in your GP record that includes past and present conditions, current medications and  any allergies that you have. This provides authorised healthcare staff with faster, secure access to essential information about you. This is especially helpful when you need unplanned care elsewhere or when your GP practice is closed. Confidential access to this information will improve the safety and quality of the care you receive.

For further information and how to opt out click here Your Data Matters

Call 111 when you need medical help fast but it’s not a 999 emergencyNHS ChoicesThis site is brought to you by My Surgery Website