Introduction
St Raphael’s Hospice uses an electronic record system for recording patient demographics and clinical information called EMIS. EMIS is used by many healthcare organisations, such as GP practices and community nursing teams. If your GP uses EMIS and has activated the data sharing agreement, we and your GP practice will be able to view the information
they and we hold about you on your electronic patient record. We call this a shared patient record. The same applies for the community nursing teams under Epsom and St Helier University Hospital NHS Trust and Central London Community Healthcare NHS Trust that you are known to. This means that we can share information about you electronically between the hospice and your registered GP and community team. This page explains the principles of record sharing and how you can opt out of the shared record if you wish to do so.
How We Work
The shared record works by local data sharing – an agreement between St Raphael’s hospice and other parties, such as your GP and community nursing team. This makes your record available to these organisations to view only. The healthcare professional working with you will only access information held about you by other organisations where they feel it will
improve the care they can give you. When possible, they will ask for your consent to access your shared record.
Giving Consent
You may be asked to give permission to share your data in the following way: “Do you consent for St Raphael’s Hospice to share information recorded about you via EMIS with GPs and community nurses who are currently involved in your care and them with us?”
If you answer yes, your GP or community nurse will be able to view information recorded about you by St Raphael’s Hospice on EMIS and we will be able to view information recorded about you on their EMIS system too.
If you answer no, then will they will not. You can change your mind about sharing your information at any time.
The Benefits of Giving Consent
Sharing your individual record enables:
- Quick access to relevant information, which leads to fewer delays in the provision of care
- Information held about you to be up to date and consistent
- Improved communication between healthcare organisations involved in providing your care
- Greater accuracy with a reduced risk of critical information, such as allergies, being missed
- More efficient use of clinical and administrative time with less duplication
The information we may record
The information we may keep about you on EMIS includes:
- Your name, address, NHS number, date of birth and ethnicity, your next of kin’s name and contact details
- Information about your health condition, medications, past medical history and why you need care and treatment
- When, where and by whom you’ve been treated
- What happens during contact with a St Raphael’s hospice employee (for example after a telephone or face to face review)
- Test results, treatment plans, referral letters, clinic and discharge letters
GP practices and community nursing services with whom St Raphael’s Hospice has a data sharing agreement in place
Alexandra Surgery Benhill & Belmont Practice
Bishopsford Road Medical Centre
Carshalton Fields Surgery
Central Medical Centre
Cheam Family Practice
Cheam GP Centre Circle GP Surgery
Colliers Wood Surgery
Cricket Green Medical Practice
Faccini House Surgery
Figges March Surgery
Francis Grove Surgery
Grand Drive Surgery
Grafton Medical Practice
Hackbridge Medical Centre
James O’Riordan Medical Centre
The Chesser Surgery
The Merton Medical Practice
The Mitcham Medical Centre
Manor Practice Merton Community
Adult and Child health Services
The Nelson Medical Practice
The Old Court House Surgery
Mitcham Family Practice
Morden Hall Medical Centre
Mulgrave Road Surgery
Park Road Medical Centre
Ravensbury Park Medical Centre
Riverhouse Medical Practice
Shotfield Medical Practice
Southfields Group Practice
Stonecot Surgery
Dr Sugumar and Partner
Sutton Health and Care Community services
Tamworth House Medical centre
The Beeches Surgery
The Greyswood Practice
The Grove Road Practice
The Health Centre The Surgery – 181 Carshalton Road
The Vineyard Hill Road Surgery
The Wrythe Green Surgery
Tooting South Medical Centre
Wallington Family Practice
Wandsworth Community Adult Health services
Wide Way Surgery
Wimbledon Medical Practice
Wimbledon Village Surgery
Community Nursing Teams with whom St Raphael’s Hospice has a data sharing agreement in place
Sutton Health and Community services come under Epsom and St Helier University Hospitals’ NHS Trust.
Merton Community Adult and Child Health Services and Wandsworth Community Adult Health Services come under Central London Community Healthcare NHS Trust .
Privacy and Information Safety
Under the General Data Protection Regulations, all organisations involved in an individual’s care have a duty to ensure that information held about them is accurate, up-to-date and kept secure at all times. Further information can be found within our privacy policy on our website:
https://www.straphaels.org.uk/privacy-notice
How long do we keep your information?
All records we hold are subject to the Records Management Code of Practice for Health and Social Care 2021 (the Code). The Code sets out best practice guidance on how long we should keep your information before we are able to review and securely dispose of it.
How can I access the information you hold about me?
You have a right to see the information we hold about you, both on paper or electronic, except for information that:
- Has been provided about you by someone else if they haven’t given permission for you to see it
- Relates to criminal offences
- Is being used to detect or prevent crime
- Could cause physical or mental harm to you or someone else
All applications for access to records must be made in writing to either the Hospice’s Director of Quality and Improvement or the Hospice’s Caldicott Guardian