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1 your information How we deal with your personal information

2 introduction We know your information is important to you. So we feel that we should tell you what we do with your information and what it means to you. In order to do this, we have produced this leaflet to explain all aspects of your dental record at Oasis, from how we collect information from you to how you can request a copy of your dental records. 02 Information Governance Patient Leaflet Oasis Dental Care June 2012

3 your records What? To allow us to provide you with good care and treatment, we hold a dental health record for you. This contains information such as: Appointments Treatments and test results Accurate Clinical Records in relation to your appointments Personal details Radiographs, clinical photographs and study models Why? We need to keep comprehensive and accurate personal data about our patients in order to provide continuing high quality dental care. If you are an NHS patient we are required to keep clinical records as part of our obligations. The healthcare regulator, the Care Quality Commission, also checks to ensure records are kept. Information Governance Patient Leafl et Oasis Dental CareJune

4 how we use your information We use the information we hold in your dental health record in the following ways: Retention We will retain your dental records while you are a practice patient and after you cease to be a patient, for at least eleven years or for children until age 25, whichever is the longer. Security Personal data about you is held in the practice s computer system and/or in a manual filing system. The information is not accessible to the public and only authorised members of staff have access to it. Our computer systems are appropriately protected and are backed up routinely. 04 Information Governance Patient Leaflet Oasis Dental Care June 2012

5 how we use your information Sharing When you require care it is often the case that several organisations will be involved in providing it. In order for us to provide you with safe and proper dental care, we may need to share your information with staff in other organisations such as: Your general medical practitioner The hospital or community dental services Other health professionals caring for you NHS payment authorities The Benefits Agency, where you are claiming exemption or remission from NHS charges Private dental schemes of which you are a member. Sometimes it may be very important for your information to be shared in order to prevent you or someone else coming to harm. We only share information in such situations where we have either spoken to you, or where it is vital to do so quickly, and we are unable to talk to you. In certain circumstances or when required by law or a court order, personal data may have to be disclosed to a third party not connected with your health care. In all other situations, disclosure that is not covered by this Code of Practice will only occur when we have your specific consent. Knowledge All staff at the practice receive regular training and updates about how to handle your information and they are all bound by a legal duty to keep your information confidential. Information Governance Patient Leaflet Oasis Dental Care June

6 access to your medical records You have the right of access to the data that we hold about you and to receive a copy. Access may be obtained by making a request in writing to your practice and the payment of a fee for access of up to 10 (for records held on computer) or 50 (for those held manually or for computer-held records with non-computer radiographs). We will provide a copy of the record within 40 days of receipt of the request and fee (where payable) and an explanation of your record should you require it. Keeping us up to date It is important that we have up to date information about you. Out of date or wrong information could lead to mistakes being made with your dental care. If any of your circumstances change, please tell us immediately. On occasion, we will ask you to confirm your details so we have up to date records. If you are unable to provide up to date details, we may ask people who accompany you, such as your relatives. We will, with your permission, maintain address and mobile phone number information to assist us to provide appointment booking services and keep you informed about Oasis dental services. 06 Information Governance Patient Leaflet Oasis Dental Care June 2012

7 questions and issues If you do not wish personal data that we hold about you to be disclosed or used in the way that is described in this leafl et, please discuss the matter with your dentist. You have the right to object, but this may affect our ability to provide you with dental care. other formats If you require this leaflet in large print, braille or in another language, please contact the Oasis Marketing team by telephoning or ing Information Governance Patient Leaflet Oasis Dental Care June

8 Acknowledgements British Dental Association 'Model Data Protection Code of Practice for Patients' NHS Information Governance Toolkit Avon IM&T (NHS) Consortium, 'How we handle your information' leaflet Oasis Dental Care Vantage Park Old Gloucester Road Hambrook Bristol BS16 1GW

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