Oakwood Wellbeing

Clinical Data Policy

What Clinical Information Do We Hold About You?

We keep records about your health and any treatment and care you receive from us. These records help to ensure that you receive the best possible care. 

These records may include:

  • Basic details about you such as name, address, date of birth, next of kin, etc.
  • Contact we have had with you such as appointments
  • Notes and reports about your health, treatment and care
  • Relevant information from people who care for you and know you well such as health professionals and relatives
It is essential that your details are accurate and up to date. Always check that your personal details are correct when you visit us and please inform us of any changes as soon as possible.

Why Do We Collect Information About You?

Your records are used to:
  • Provide a good basis for all healthcare decisions by you and care professionals
  • Enable you to work in partnership with those providing care
  • Make sure the care we provide is safe and effective
  • Work effectively with others providing you with care
  • Remind you about appointments
  • Properly investigate any complaints
  • Enable us to make improvements to our services

Who Do We Share Information With?

We may share information about you with NHS Healthcare professionals including your GP, so that we can provide an integrated plan for you.

We may also need to share some information about you with other providers so we can all work together for your benefit. This is only shared if they have a genuine need for it or we have your permission. These providers include:
  • Social Care Services
  • Local Authorities
  • Other voluntary and private sector providers
We will not disclose your information to any other third parties without your permission, unless there are exceptional circumstances, such as if the health and safety of others is at risk or if the law requires us to pass on information.

Anyone who receives information from us also has a legal duty to keep it confidential. 

If you do not wish personal data that we hold about you to be used or shared in the way that is described in this leaflet, please discuss the matter with us.  

You have the right to object, but this may affect our ability to provide you with care or advice.

How Do We Store Personal Information?

Oakwood Wellbeing uses an electronic appointment and notes system called Astrid. The clinical team can access your treatment records, letters & reports, all of which are uploaded to Astrid. This system is shared with the Chilterns MS Centre.

Volunteer and non-clinical staff who are involved in the scheduling of appointments and the provision of the Oxygen treatment are able to see your personal details, next of kin and any emergency health alerts such as poorly controlled epilepsy, but not your records, letters or reports.
We may also hold paper records which are held securely within the Centre.

Your Rights?

You have the right to confidentiality under the Data Protection Act 1998, the General Data Protection regulations 2018, the Human Rights Act 1998 and the common law duty of confidence (the Equality Act 2010 may also apply).
You have the right to know what information we hold about you, what we use it for and if the information is to be shared, who it will be shared with.

You have the right to apply for access to the information we hold about you. Access covers:

  • The right to obtain a copy of your record in permanent form
  • The right to have the information provided to you in a way you can easily understand

Where you agree, the access right may be met by enabling you to view the record without obtaining a copy.
If you wish to obtain a copy of your record, send your request in writing to:

Head of Clinical Services,
Oakwood Wellbeing,
Oakwood Close,
Wendover,
Aylesbury,
HP22 5LX

Your request must include information to enable us to correctly identify your records (e.g. full name, address, date of birth, NHS number).
We will respond to you within 1 month of receiving your request. You will be required to provide a form of ID before any information is released to you.
If you think any information is inaccurate or incorrect, please let us know.

Complaints Or Queries?

For further information or if you would like to make a complaint, please contact the Head of Clinical Services.
If you feel that we have not adequately dealt with your complaint you can contact the Information Commissioner at the address below:
Information Commissioner’s Office

Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF

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