General Practice Transparency Notice for GPES Data for Pandemic Planning and Research (COVID-19)

This practice is supporting vital coronavirus (COVID-19) planning and research by sharing your data with NHS Digital.

The health and social care system is facing significant pressures due to the coronavirus (COVID-19) outbreak. Health and care information is essential to deliver care to individuals, to support health, social care and other public services and to protect public health. Information will also be vital in researching, monitoring, tracking and managing the coronavirus outbreak. In the current emergency it has become even more important to share health and care information across relevant organisations. This practice is supporting vital coronavirus planning and research by sharing your data with NHS Digital, the national safe haven for health and social care data in England. 

NHS Data Sharing at Crown Heights Medical Centre 

The NHS shares information from your medical records in a number of ways.

In North  Hampshire, a number of data sharing schemes are running that involve either extracting and uploading information from your GP record to a 3rd party data controller, or making information from your GP record visible to other healthcare professionals.

You have the right to control how your personal information is used and who has access to it.

You can do this by opting out of any or all of these schemes. And you can opt back into any of the schemes, at any time.

Please contact the surgery to opt out of any or all of the schemes below or download our opt-out form

The Summary Care Record (SCR)

This is a national centralised database of limited medical information (allergies and medication only), extracted and uploaded from your GP record to NHS Digital.
That information is then potentially available to medical staff nationwide.

There are no secondary uses of the SCR, and data uploaded to the SCR database is neither shared nor used beyond that required to provide direct medical care.

Clinicians at SCAS NHS 111 can access the SCR.

All our community nurses already have full access to the GP records of our patients (through our EMIS Web clinical system).

Care and Health Information Exchange (CHIE) - formally Hampshire Health Record (HHR)

This is a complex, localised centralised database of very large amounts of medical information extracted and uploaded from your GP record to NHS South, Central and West CSU, where it is combined with information from hospital records, community care records, social care records and mental health records.

That combined information is then potentially available to medical staff across Hampshire (i.e. regionally), by a large number of organisations (NHS, non-NHS and private).

Please note that you may not be asked for your explicit permission before your CHIE information is accessed by a clinician.

In addition, uploaded data is processed for secondary purposes by some - but not all - organisations uploading to the database.

Crown Heights Medical Centre does not allow secondary processing of our patients' uploaded GP records.

Hantsdoc out-of-hours centre has access to the CHIE.

Our community staff (district nurses & health visitors) have access to the CHIE, though it is not used by the health visitors, and infrequently by our district nurses.

All our community nurses already have full access to the GP records of our patients (through our EMIS Web clinical system).

Secondary uses of your medical record

Secondary purposes are those unrelated to your direct medical care.

Examples include using your information for research, audit, healthcare planning, risk profiling (or “stratification”), "population health management", extraction of fit note data to the DWP, commercial and even political uses.

Currently, Crown Heights Medical Centre processes the following for secondary uses:

  • Mandatory data collections to NHS Digital, as below

Mandatory data collections

GP surgeries are sometimes required by law to extract and upload data to NHS Digital. We are required by law to let patients know about these and of their right to opt-out (fair processing information).

One such mandatory extraction is for Individual GP Level Data - you can read about it here.

Another mandatory data collection is the National Diabetes Audit - you can read about it here.

The other mandatory data collection is the extraction of sick note data to NHS Digital (and thereafter to the DWP), as mentioned above.

If you have opted out of secondary uses of your GP record, then data from your GP record will not be extracted and uploaded to NHS Digital for these purposes.

Data Processors 

Crown Heights Medical Centre uses data processors to perform certain administrative tasks for us, particularly where these involve large numbers of patients. 

EMIS Health Ltd hosts our electronic GP patient records database at their secure servers in Leeds. As such, EMIS is acting as the data processor.

We also have a contract with Hampshire County Council (HCC)  to enable them to invite patients for an NHS Health Check on our behalf. Again, we provide demographic data, plus date of birth, to HCC, who then create and post the letters of invitation out.

Opting back into data sharing schemes

You can opt back into any of the above-mentioned schemes, at any time. Please contact the surgery to discuss your requirements.


We provide a confidential service to all our patients, including under 16s. This means that you can tell others about a visit to the surgery, but we won't.

You can be sure that anything you discuss with any member of this practice– family doctor, nurse or receptionist – will stay confidential.

Even if you are under 16 nothing will be said to anyone – including parents, other family members, care workers or tutors – without your permission. The only reason why we might have to consider passing on confidential information without your permission would be to protect you or someone else from serious harm. We would always try to discuss this with you first.

Confidential patient data will be shared with the healthcare team at the practice, including nursing staff, admin staff, secretaries and receptionists, and with other healthcare professionals to whom a patient is referred. Those individuals have a professional and contractual duty of confidentiality.

All of our medical records are held on the surgery server. We do not hold any records on laptops, USB sticks or other portable devices.

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, then please do contact the surgery’s Caldicott Guardian / Information Governance lead.

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