Practice Policies & Patient Information
Accountable named GP and Over 75 Health Check
The practice is required by the Government under the term of the Latest GP contract to allocate a named accountable GP who will be responsible for your overall care.
If you have a preference as to which GP you are allocated, the practice will make reasonable efforts to accommodate your request.
If you wish to know which GP has been allocated to you, please ask reception on your next visit. Please do not telephone the practice for this information, our phone lines are very busy and primarily are for patients with urgent needs.
Your named accountable GP will oversee the coordination of your care amongst the other health professionals.
The named accountable GP will not take on 24 hour responsibility for your care, your named GP will purely oversee the care that you receive.
Patients are still able to book appointment with any GP at the practice. Patient can express who they would like to see, however, this may not always be possible due to appointment availability with that GP.
If you are 75 year of age, you are entitled to an Over 75 health check.
ACR Healthy GP Practice Privacy Policy
ACR project for patients with diabetes (and/or other conditions)
The data is being processed for the purpose of delivery of a programme, sponsored by NHS Digital, to monitor urine for indications of chronic kidney disease (CKD) which is recommended to be undertaken annually for patients at risk of chronic kidney disease e.g., patients living with diabetes. The programme enables patients to test their kidney function from home.
We will share your contact details with Healthy.io to enable them to contact you and send you a test kit. This will help identify patients at risk of kidney disease and help us agree any early interventions that can be put in place for the benefit of your care. Healthy.io will only use your data for the purposes of delivering their service to you. If you do not wish to receive a home test kit from Healthy.io we will continue to manage your care within the Practice. Healthy.io are required to hold data we send them in line with retention periods outlined in the Records Management code of Practice for Health and Social Care.
Further information about this is available at: www.lp.healthy.io/minuteful_info.
Car Parking
There are a limited number of parking spaces in the car park at the rear of the building. We ask you to respect the reserved parking for medical staff and the disabled driver spaces. There is also free parking available in surrounding areas.
Change of Name and Address
You can change your personal details online by completing the Change Personal Details triage.
If you change your name, address or telephone number please notify us as soon as possible. It is difficult for all concerned if we cannot contact you. We will also require proof of the new address e.g. utility bills.
Please make sure we have an up to date phone number (particularly if you have changed to cable).
Please be aware that in order to change your name you will need proof of a deed poll or a marriage certificate.
Complaints Procedure
If you have an issue/complaint that you would like to address with the practice you can either complete complaints form using below link or call the practice on 0208 856 5678 and ask to speak to the office manager.
Link to Complaints form
All complaints will be acknowledged and responded to in writing, in line with our practice complaints procedure.
Continuation of Treatment Initiated Privately
Patients occasionally request NHS prescriptions for treatment that has been recommended following a private consultation.
In certain cases it may be appropriate to prescribe your medication as a NHS prescription, but the South East London prescribing policy that is applied to all our NHS prescriptions will be followed.
This policy is to ensure that the patient receives the best care by the most appropriate and safe means.
If your consultant prescribes a medication that falls outside a licensed indication or is outside the local recommendations on prescribing, your consultant will need to provide you with a private prescription, which you will be able to take to any community pharmacy for dispensing.
You will have to pay a charge for the medicines on this prescription even if you are normally exempt. This only happens on a few occasions, but it is in your interest that you are aware of this possibility before a private consultation.
NHS doctors are under no obligation to continue any medicine initiated privately. When a GP prescribes a medicine, they take responsibility for that treatment and as such need to ensure a process for follow up and monitoring.
This is not always possible if the patient is seen by a consultant privately. Especially if there is limited follow up or the condition is not one that the GP has extensive experience in treating.
COVID-19 and your information
Supplementary privacy note on COVID-19 for patients
This notice describes how we may use your information to protect you and others during the COVID-19 outbreak. It supplements our main privacy notice.
The health and social care system is facing significant pressures due to the COVID-19 outbreak. Health and care information is essential to deliver care to individuals, to support health and social care services and to protect public health. Information will also be vital in researching, monitoring, tracking and managing the outbreak. In the current emergency it has become even more important to share health and care information across relevant organisations.
Existing law which allows confidential patient information to be used and shared appropriately and lawfully in a public health emergency is being used during this outbreak. Using this law, the Secretary of State has required NHS Digital; NHS England and Improvement; Arm’s Length Bodies (such as Public Health England); local authorities; health organisations and GPs to share confidential patient information to respond to the COVID-19 outbreak. Any information used or shared during the COVID-19 outbreak will be limited to the period of the outbreak unless there is another legal basis to use the data. Further information is available on gov.uk and some FAQs on this law are also available on the NHSX website.
During this period of emergency, opt-outs will not generally apply to the data used to support the COVID-19 outbreak, due to the public interest in sharing information. This includes National Data Opt-outs. However, in relation to the Summary Care Record, existing choices will be respected. Where data is used and shared under these laws your right to have personal data erased will also not apply. It may also take us longer to respond to Subject Access Requests, Freedom of Information requests and new opt-out requests whilst we focus our efforts on responding to the outbreak.
In order to look after your health and care needs, we may share your confidential patient information including health and care records with clinical and non-clinical staff in other health and care providers, for example neighbouring GP practices, hospitals and NHS 111. We may also use the details we have to send public health messages to you, either by phone, text or email.
During this period of emergency, we may offer you a consultation via telephone or video conferencing. By accepting the invitation and entering the consultation you are consenting to this. Your personal/confidential patient information will be safeguarded in the same way it would with any other consultation.
We will also be required to share personal/confidential patient information with health and care organisations and other bodies engaged in disease surveillance for the purposes of protecting public health, providing healthcare services to the public and monitoring and managing the outbreak. Further information is available about how health and care data is being used and shared by other NHS and social care organisations in a variety of ways to support the COVID-19 response.
NHS England and Improvement and NHSX have developed a single, secure store to gather data from across the health and care system to inform the COVID-19 response. This includes data already collected by NHS England, NHS Improvement, Public Health England and NHS Digital. New data will include 999 call data, data about hospital occupancy and A&E capacity data as well as data provided by patients themselves. All the data held in the platform is subject to strict controls that meet the requirements of data protection legislation.
In such circumstances where you tell us you’re experiencing COVID-19 symptoms we may need to collect specific health data about you. Where we need to do so, we will not collect more information than we require, and we will ensure that any information collected is treated with the appropriate safeguards.
We may amend this privacy notice at any time so please review it frequently. The date at the top of this page will be amended each time this notice is updated.
COVID-19 and your information
Supplementary privacy note on COVID-19 for patients
This notice describes how we may use your information to protect you and others during the COVID-19 outbreak. It supplements our main privacy notice.
The health and social care system is facing significant pressures due to the COVID-19 outbreak. Health and care information is essential to deliver care to individuals, to support health and social care services and to protect public health. Information will also be vital in researching, monitoring, tracking and managing the outbreak. In the current emergency it has become even more important to share health and care information across relevant organisations.
Existing law which allows confidential patient information to be used and shared appropriately and lawfully in a public health emergency is being used during this outbreak. Using this law, the Secretary of State has required NHS Digital; NHS England and Improvement; Arm’s Length Bodies (such as Public Health England); local authorities; health organisations and GPs to share confidential patient information to respond to the COVID-19 outbreak. Any information used or shared during the COVID-19 outbreak will be limited to the period of the outbreak unless there is another legal basis to use the data. Further information is available on gov.uk and some FAQs on this law are also available on the NHSX website.
During this period of emergency, opt-outs will not generally apply to the data used to support the COVID-19 outbreak, due to the public interest in sharing information. This includes National Data Opt-outs. However, in relation to the Summary Care Record, existing choices will be respected. Where data is used and shared under these laws your right to have personal data erased will also not apply. It may also take us longer to respond to Subject Access Requests, Freedom of Information requests and new opt-out requests whilst we focus our efforts on responding to the outbreak.
In order to look after your health and care needs, we may share your confidential patient information including health and care records with clinical and non-clinical staff in other health and care providers, for example neighbouring GP practices, hospitals and NHS 111. We may also use the details we have to send public health messages to you, either by phone, text or email.
During this period of emergency, we may offer you a consultation via telephone or video conferencing. By accepting the invitation and entering the consultation you are consenting to this. Your personal/confidential patient information will be safeguarded in the same way it would with any other consultation.
We will also be required to share personal/confidential patient information with health and care organisations and other bodies engaged in disease surveillance for the purposes of protecting public health, providing healthcare services to the public and monitoring and managing the outbreak. Further information is available about how health and care data is being used and shared by other NHS and social care organisations in a variety of ways to support the COVID-19 response.
NHS England and Improvement and NHSX have developed a single, secure store to gather data from across the health and care system to inform the COVID-19 response. This includes data already collected by NHS England, NHS Improvement, Public Health England and NHS Digital. New data will include 999 call data, data about hospital occupancy and A&E capacity data as well as data provided by patients themselves. All the data held in the platform is subject to strict controls that meet the requirements of data protection legislation.
In such circumstances where you tell us you’re experiencing COVID-19 symptoms we may need to collect specific health data about you. Where we need to do so, we will not collect more information than we require, and we will ensure that any information collected is treated with the appropriate safeguards.
We may amend this privacy notice at any time so please review it frequently. The date at the top of this page will be amended each time this notice is updated.
Disabled Access
The centre has disabled access, designated disabled parking bays and disabled toilet facilities. Please do not hesitate to let us know if you have any special difficulties or requirements when visiting the centre.
Information Storage
Video Recordings
We sometimes use video recordings of consultations for teaching purposes. You will be asked to sign a consent form both before and after the consultation. (Please tell the doctor if you have any objections).
Patient Details
We keep patient details on computers and we are subject to the provisions of the Data Protection Act 2018.
Non NHS Examinations and Services
Medical examinations for special purposes, eg. elderly driver, insurance, HGV, pre-employment, fitness to undertake sport/travel can be provided by special arrangement.
Please contact the reception for further details. Please bring the form to reception for completion by GP. Completing the form and private medical examinations are a chargeable service
There is a charge for these services – please check with the receptionist when you book. The list of Non-NHS fees can be found below.
Online Services
You can now register to use the following online services:
- Appointment booking
- Appointment cancellation
- Repeat Prescription Ordering
- Access to your medical record
Please download and complete the relevant forms and bring them into the Surgery between 16:00 – 18:00 Monday to Friday, along with photo ID and proof of address (council tax, electricity, water or gas, or a letter from your landlord or Housing Department to confirm your residency).
Proxy Medical Online Access for Children under 16
Several of our patients have asked us to provide online proxy access for their children. Unfortunately, at present we do not offer this service. We are looking into this and currently seeking guidance from the CCG and NHS Digital regarding confidentiality and GDPR rules. If you require Covid-19 Vaccination details or passes for your children, please ring 119.
Please bear with us and we will update the website if we start to offer proxy online service for children, Thank you for your help.
Practice Philosophy
The practice team at Manor Brook Medical Centre are committed to providing the highest standards of primary care. We believe that general practice is the best place to receive medical attention for all patients throughout their lifetime.
In our privileged position as a general practice we have access to comprehensive medical records and feel we are able to know both you and your family well. We believe that all patients should have equal access to all our services.
We encourage our patients to consult the same doctor when possible for continuity of care.
Privacy Notice
Manor Brook Medical Centre uses personal and confidential information for a number of purposes. Our privacy notice provides a summary of how we use your information.
We are committed to protecting your privacy and will only use information collected lawfully in accordance with existing laws and with guidance from organisations that govern the provision of healthcare in England such as the Department of Health and the General Medical Council.
Information on this page explains our privacy policy and how we will use and protect any information about you that you give us.
This privacy notices explains:
- What personal and healthcare information do we collect about you?
- Why we collect information about you?
- How we keep your information secure?
- Who we share your information with?
- How long do we hold information for?
- Your rights as a patient
- Key Contacts, Summary Care Record and London Care Record
What type of information do we collect about you?
To be able to be able to provide you with care and for our other purposes we need to collect information about you. This includes:
- Your contact details (such as your name, age, gender, ethnicity, address and email address)
- Details and contact numbers of your next of kin
- Details in relation to your medical history
- The reason for your visit to the organisation
- Any contact the organisation and/or your practice has had with you including appointments (emergency or scheduled), clinic visits, etc.
- Notes and reports about your health, details of diagnosis and consultations with our GPs and other health professionals within the healthcare environment involved in your direct healthcare
- Details about the treatment and care received
- Results of investigations such as laboratory tests, x-rays, etc.
- Relevant information from other health professionals, relatives or those who care for you
- Recordings of telephone conversations between yourself and the organisation
- The Practice also records CCTV images for the prevention and detection of crime
Why we collect information about you?
- The main reason we collect information about you is for your direct care and treatment, this includes to ensure safe and high-quality care for all our patients. We also collect and use information for other purposes such as research.
- Other reasons for collection of information may include: safety of patient and staff, prevention and detection of crime
Further details on why we collect personal data about you can be found further below under the section ‘Specific Privacy Notices’
Your data is collected for the purpose of providing direct patient care; however, we are able to disclose this information if it is required by law, if you give consent or if it is justified in the public interest.
How we keep your information secure?
All staff ensure that personal confidential data is handled, stored and transmitted securely, whether in electronic or paper form. All the personal data we process is processed by our staff in the UK. However, for the purposes of IT hosting and maintenance this information may be located on servers within the European Union.
No third parties have access to your personal data unless the law allows them to do so and appropriate safeguards have been put in place. We have data protection processes in place to oversee the effective and secure processing of your personal and/or special category data.
We are committed to protecting your privacy and will only use information collected lawfully in accordance with the UK General Data Protection Regulations (which is overseen by the Information Commissioner’s Office), The Data Protection Act 2018, Human Rights Act, the Common Law Duty of Confidentiality and the NHS Codes of Confidentiality and Security. Every staff member who works for an NHS organisation has a legal obligation to maintain the confidentiality of patient information.
All of our staff, contractors and locums receive appropriate and regular training to ensure they are aware of their personal responsibilities and have legal and contractual obligations to uphold confidentiality, enforceable through disciplinary procedures. Only a limited number of authorised staff have access to personal information where it is appropriate to their role and this is strictly on a need-to-know basis. If a sub-contractor acts as a data processor for Manor Brook Medical Centre an appropriate contract (Article 24-28) will be established for the processing of your information.
Our organisational policy is to respect the privacy of our patients, their families and our staff and to maintain compliance with the UK General Data Protection Regulation (UK GDPR), The Data Protection Act 2018and all UK specific data protection requirements. Our policy is to ensure all personal data related to our patients will be protected.
Who we share your information with?
In order to comply with its legal obligations, this organisation may have to send data to NHS England when directed by the Secretary of State for Health under the Health and Social Care Act.
Additionally, we may have to contribute to national clinical audits and will send the data that is required by NHS Digital as the law allows. This may include demographic data, such as date of birth, and information about your health which is recorded in coded form; for example, the clinical code for diabetes or high blood pressure.
Under the UK General Data Protection Regulation, where we are providing direct care to you, or managing your direct care, we will be lawfully using your information in accordance with:
- Article 6, 1, (e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
- Article 9, 2, (h) processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems
For the lawful bases for the processing and collection of your data outside of the above, you can locate these in the individual specific privacy notices linked below.
Whenever you use a health or care service, such as attending the local hospital or using the district nursing service, clinical information about you is collected to help ensure you get the best possible care and treatment. This information may be passed to other approved organisations where there is a legal basis to do so, to help with planning services, improving care, researching to develop new treatments and preventing illness. All of this helps in providing better care to you and your family and future generations.
However, as explained in this privacy notice, confidential information about your health and care is only used in this way as allowed by law and would never be used for any other purpose without your clear and explicit consent.
We may pass your personal information on to the following people or organisations because these organisations may require your information to assist them in the provision of your direct healthcare needs. It therefore may be important for them to be able to access your information in order to ensure they may deliver their services to you:
- Hospital professionals (such as doctors, consultants, nurses etc.)
- Other GPs/doctors
- Primary Care Networks
- NHS Trusts/Foundation Trusts/Specialist Trusts
- NHS Integrated Care Boards,
- NHS England (NHSE)
- Multi-agency Safeguarding Hub (MASH)
- Independent contractors such as dentists, opticians, pharmacists
- Any other person who is involved in providing services related to your general healthcare including mental health professionals
- Private sector providers including pharmaceutical companies to allow for the provision of medical equipment, dressings, hosiery etc.
- Voluntary sector providers
- Ambulance Trusts
- Integrated Care Systems. Local authority, Social care services, Education services
- Information may also be shared with appropriate or authorised organisations like the police and the court for the purpose of investigation, court proceeding and prevention and detection of crime where we are required to
- Other ‘data processors’, e.g., Diabetes UK
How long do we keep your personal information?
We are required under UK law to keep your information and data for the full retention periods as specified by the NHS Records Management Code of Practice for health and social care and national archives requirements.
More information on records retention can be found online at: NHSX – Records Management Code of Practice 2022.
Your rights as a patient
The law gives you certain rights to your personal and healthcare information that we hold as set out below:
Access and Subject Access Requests |
You have the right to ask us for copies of your personal information. Please speak to reception regarding SAR forms or online access to records
|
Correction | We want to make sure that your personal information is accurate and up to date.
If you believe that entries within your GP record are inaccurate, incorrect or misleading then please do let us know. You can make a request for rectification verbally or in writing |
Removal | You have the right to ask us to erase your personal information in certain circumstances. You can make a request for rectification verbally or in writing. This is not an absolute right, and certain exemptions do apply.
Please be aware that an alteration to an electronic record, or deletion of an entry in it, is always preserved (together with the original entry) as part of the electronic audit trail. |
Objection | You have the right to object your information been shared with anyone else without your consent. However, this right is not absolute, and this right may be limited under certain situations if there is good reason or in public interest.
Please contact the Practice for further information. |
Transfer | You have the right to request that your personal and/or healthcare information is transferred, in an electronic form (or other form), to another organisation but we will require your clear consent to be able to do this. |
Summary care records
During the height of the Covid-19 pandemic, changes were made to the Summary Care Record (SCR) to make additional patient information available to all appropriate clinicians when and where they needed it to support direct patient care, leading to improvements in both care and outcomes.
The full supplementary privacy notice for the Summary Care Record has been published by NHS Digital here.
London Care Record
This practice uses a shared record system called the London Care Record. The London Care Record is a secure view of your health and care information and lets health and care professionals involved in your care see important details about your health when and where they need them. Having a single, secure view of your information helps speed up communication between care professionals across London, improves the safety of care and can save lives.
London Care Record can only be lawfully looked at by staff who are directly involved in your care. Your information isn’t available to anyone who doesn’t need it to provide treatment, care and support to you. Your details are kept safe and won’t be made public, passed on to a third party who is not directly involved in your care, used for advertising or sold.
For more information, please read the London Care Record privacy notice for South East London here: SEL-ICS-Privacy-Notice-SEL-London-Care-Record-v1.0-updated.pdf (selondonics.org)
Opting out of the London Care Record
You have the right to object to your information being available through London Care Record. Although patients have the right to object and request restrictions on sharing their records, there may be instances where this request will not be upheld due to a clinical need as determined by the direct care giver. Please discuss this with your GP/ health and social care worker and you can find further information in this London Care Record leaflet.
For further information and advice about data protection or your right to object to sharing your data you can contact the team at Lewisham and Greenwich Trust who manage the London Care Record for South East London www.lewishamandgreenwich.nhs.uk/london-care-record or you can call 020 3192 6011 and leave your name and number for someone to contact you.
If you have already requested to stop sharing on ConnectCare/Local Care Record in South East London, then you will not have to request this again for London Care Record.
Key contacts for data and privacy are:
If you have any queries, concerns or are unhappy about any of our services,
please contact the Practice Manager on 020 8269 2040.
If you would like any further information about primary or secondary uses of your GP record, opting out, the NHS Databases, access to your medical record, confidentiality, or about any other aspect of NHS data sharing or your medical records, then please do contact the surgery’s Caldicott Guardian / Information Governance lead / Data Protection Officer:
Data Protection Officer: Mr David Birkenshaw, [email protected]
Caldicott Guardian: Dr Jonathan Kingston
Senior Information Risk Owner: Dr Shikha Singh
Information Governance Lead: Ms Harinder Ganger
Manor Brook Medical Centre is registered with the Information Commissioners Office (ICO) to describe the purposes for which they process personal and sensitive information.
Information Commissioner’s Office Details
If you are unhappy with how information has been handled, please speak to Practice Manager first or for independent advice about data protection, privacy, and data sharing issues, you can contact:
The Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Phone: 08456 30 60 60
Website: www.ico.gov.uk
Opting out of sharing your data
You can choose whether or not your data is used for research and planning. There are different types of data-sharing you can opt out of.
- Stop your GP surgery from sharing your data. This is called a Type 1 Opt-out.
To do this you need to fill in an opt-out form and return it to your GP surgery https://assets.nhs.uk/nhsuk-cms/documents/Type1Opt-outform.docx
Only your GP surgery can process your opt-out form. They will be able to tell you if, and when, you have been opted out.
If you choose a Type 1 Opt-out, your GP will not share your data for research and planning. However, NHS Digital will still be able to collect and share data from other healthcare providers, such as hospitals. We will also still be able to share your data for your direct care, or to provide you with healthcare or treatment.
Find out more about Type 1 Opt-out from NHS Digital’s transparency notice
- Stop NHS Digital and other health and care organisations from sharing your data for research and planning. This is called the National Data Opt-out.
To opt out online or find out more, visit Make your choice.
If you choose this opt-out, NHS Digital and other health and care organisations will not be able to share any of your personal data with other organisations for research and planning, except in certain situations. For example, when required by law.
If you want to check if you have opted out, you can enter your details again at Make your choice or check your settings in the NHS App.
You can opt out, or opt back in again, at any time.
Specific Privacy Notices
Privacy Notice: Enhanced Access
To view our policy for Enhanced access please click here.
Training Practice
As we are a training practice you may be offered an appointment with a GP registrar who is a fully qualified doctor. These doctors spend either six or twelve months with us before finding their own practice or returning to hospital work.
Medical students, who are not yet qualified, occasionally sit in during consultations with your GP or nurse or they may see you separately prior to your consultation. You will be informed by the receptionist when a medical student is with your GP. Please inform the receptionist if you would prefer a student not to be present during your consultation.
Zero Tolerance
A zero tolerance policy to violent, threatening and abusive behaviour is now in place throughout the National Health Service. The staff in this practice have the right to do their work in an environment free from such behaviour and everything will be done to protect that right.
At no time will any violent, threatening or abusive behaviour be tolerated in this practice.