Digital consent
Please see below the list of privacy notices for our organisation.
The trust is working with Accurx Software to provide a number of extra communication pathways such as text messaging and appointment booking. Accurx is a separate application which links to our patient database (TPP SystmOne). Accurx software privacy notice.
The Trust is providing access to a web-based cardiac rehabilitation programme to support patient recovery. The programme is called Activate your Heart and is provided by University Hospitals of Leicester NHS Trust.
Dementia UK Admiral Nurse will be collaborating with the Trust to provide part of the provision of service within the Richmond Dementia Team. Admiral Nurses privacy notice.
The Trust and Your Healthcare CIC are working together to provide an autism spectrum disorder pre and post diagnosis service, under contract from South West London Integrated Care Board.
Patient information will be shared between organisations to enable an effective service.
We do not carry out automated decision making but will work with partner organisations to endeavour to identify people who may benefit from additional services (profiling) for example those who attend our urgent treatment centres frequently. Appropriate staff, for example clinicians, would make the actual decisions based on the available information.
The Trust is working with Bank Partners to centralise the management of the bank (temporary) workers function. This improve the fill rates and bring the Trust in line with the current process at Kingston Hospital Foundation trust, as part of the Better Together Partnership. This will include the recruitment and onboarding of new Bank workers as well as the booking of new and existing bank workers.
All key recruitment data will be shared between HRCH and Bank Partners. For more information, please see the full bank partners privacy notice.
The Trust has over 300 volunteers and HRCH has similar ambitions. We keep information about volunteers – basic demographic information, recruitment, retention, communications and deployment, in a database called Better Impact. The information for each Trusts Volunteers is ringfenced so that only Volunteering Staff in each Trust can see the volunteers data of their Trust.
The Trust makes use of CCTV systems including body worn cameras for crime prevention in line with the Information Commissioners CCTV code of practice.
The Trust has joined the national Cerebral Palsy Integrated Pathway. The aim of the programme is to make the assessment of a child's musculoskeletal system (bones, muscles, ligaments, tendons and joints) more consistent, so a child can be examined the same way no matter who sees them or where they live in the country.
Cerebral Palsy Integrated Pathway privacy statement
Staff at HRCH work with partner organisation, Achieving for Children, to provide a multi-disciplinary team meeting within a child development setting.
The Trust is part of the Child Health Information Service, which liaises across care settings, agencies and regions to ensure that children and young people, in their local population receive all the care and services that they are entitled to. The Trust provides data to both the South West and the North West London hubs.
The impact of the Covid-19 response has adversely impacted the lives of many vulnerable children and especially those who are looked after and those on child protection orders.
NHS England has identified that there are further clinical settings that are unaware of children being on protection orders, and therefore safeguarding opportunities could potentially be missed.
Therefore, NHS England are making changes to the personal data, which is included in the CP-IS data via the Summary Care Record application (SCRa).
Our immunisation service works closely with each school as joint data controllers. The schools will provide us with a class list via secure email. The Trust will then set up the child’s record on our secure patient record. The school also provides the contact details of the parents/carers as part of the immunisation process.
For more information about our processes please see the Children Immunisation Privacy Notice.
The Department of Health & Social Care mandates all NHS Trusts to undertake clinical audits on care delivered to patients. The audits can be undertaken by clinical staff employed by us or by external audit companies.
This could involve individuals who have not been involved with your direct care accessing your medical records.
We have an annual clinical audit programme which requires clinical staff to participate. Clinical staff consider patient medical records to review the care provided, and to identify ways in which the care could be improved in the future
In order to deal with issues raised by you or to process your complaint or legal claim, staff within our Legal Claims Department and Complaints Department will access your medical records and may share this information with other staff as well as external third parties where applicable, including our solicitors or NHS Resolution (formerly NHS Litigation Authority).
We take patient safety very seriously. If an incident occurs which was not expected we will investigate it, therefore the staff involved in your care, with support from the Trust’s Quality Governance Department, will access your medical records.
The health and care professionals who look after you keep their own records in different specialist systems that contain details of any treatment or care you have received or are receiving from them.
These records may be electronic, on paper or a mixture of both, and a combination of working practices and technology ensure your information is kept confidential and secure.
Connecting your Care provides health and care professionals within SW London with a 'secure' electronic summary view of the information that organisations want to share about you.
This provides the people looking after you with important information from other services that you use, so that they can quickly assess you and make the best decision or plans about your care.
You can find out more about the organisations within South West London that are part of Connecting your Care on our website, along with the answers to some frequently asked questions.
This does not apply to patients based outside of South West London
Connecting Your Care (SW London) privacy notice
The Trust will be contacting named community pharmacies on behalf of patients to ensure that their medicines care and follow up is managed once they are discharged from our clinical services. This is known as the discharge medicines service. This is to enable community pharmacies fulfil the National essential service contract from NHS England.
Information on how we process your personal information as part of this service
The Trust has commissioned Concentric Health to provide a platform to enable a digital consent to treatment. We are not sharing your information with Concentric, they provide a software platform for us. Traditionally, at pre-assessment your clinician would have explained the pros and cons of the treatment and maybe given you a leaflet and asked you to sign a form. The introduction of Concentric digital consent is being done in order to:
- digitally transform the consent process, allowing a paperless process
- reduce errors, omissions, and variation in the consent process
- improve your understanding of the treatment and risks
You will still discuss the treatment at pre-assessment and then either scan a QR code, or agree to receive an email with an un-guessable link, to give you access to the Concentric Platform where your consent to treatment information will be available for you. As with traditional consent, you sign on the platform, and once again on the day of the procedure.
The Trust provides an electronic prescription service. This means that you can nominate your pharmacy to receive your prescription.
Every day, NHS staff and clinicians are delivering care in new and innovative ways, achieving better outcomes for patients, and driving efficiency. Scaling and sharing these innovations across the health and care system in England is a key challenge for the NHS.
Harnessing the power of digital, data and technology is the key to recovering from the pandemic, addressing longer-term challenges, and delivering services in new and more sustainable ways.
The future of our NHS depends on improving how we use data to:
- care for our patients;
- improve population health;
- plan and improve services; and
- find new ways to deliver services.
The FDP
A ‘data platform’ refers to software which will enable NHS organisations to bring together data – currently stored in separate systems – to support staff to access the information they need in one safe and secure environment so that they are better able to coordinate, plan and deliver high quality care.
A ‘federated’ data platform means that every hospital Trust and integrated care board (ICB) (on behalf of the integrated care system (ICS)) will have their own platform which can connect and collaborate with other data platforms as a “federation” making it easier for health and care organisations to work together.
A digitised, connected NHS can deliver services more effectively and efficiently, with people at the centre, leading to:
- Better outcomes and experience for people - A more efficient NHS ultimately means a better service for patients, reduced waiting times and more timely treatment. The platform will provide ICBs with the insights they need to understand the current and future needs of their populations so they can tailor early preventative interventions and target health and care support. Patients will have more flexibility and choice about how and where they access services and receive care, helping them to stay healthy for longer.
- Better experience for staff - NHS staff will be able to access the information they need in one secure place. This reduces the time they spend chasing referrals, scheduling appointments, and waiting for test results and allows them to work more flexibly to deliver high quality care for their patients.
- Connecting the NHS - the connectivity of the platforms is extremely important as it will enable us to rapidly scale and share tools and applications that have been developed at a local level – in a secure way – supporting levelling up and reducing variation across England.
Federation means that each Trust and ICB has a separate platform for which they are the data controller. Access for each platform will be governed and managed by each individual organisation.
The FDP “Products” in use at the Trust are:
- the Inpatient Care Coordination Solution (CCS)
The Trust has a membership of more than 7,000 members from the local communities we serve. We need our local community to become members of our hospital and to support us and help shape the future and the services we offer local people. Membership is free and it is completely up to individual members how involved they want to be. Staff are also automatically members unless they choose to opt-out.
A third party company manages the Trust’s Foundation Membership database. This third party company is bound by strict confidentiality agreements.
MSK services are working with a third party provider – Healthshare - to provide physiotherapy services. We are using an external provider due to the number of cases waiting following the Covid 19 pandemic.
The Trust works with IQVIA to provide patient level information and costing system to NHS Improvement as part of a mandatory data collection.
The Trust uses JotForm as a tool to create online forms. This helps us gather important information to help us perform our duties as a public body. These forms are used for patient and staff questionnaires. More information on how we process personal data on JotForm.
Kingston Hospital Charity has set up their own Privacy Policy.
For patients over 16 years, the Kingston Patient Portal is a secure online system provided by Zesty (data processor) for Kingston Hospital (the data controller) that allows you to look at information from your hospital record, view outpatient appointments, receive messages from your hospital care team and complete forms and questionnaires. It is available from your computer, tablet, or smartphone. It’s optional and if you don’t sign up we will continue to communicate with you by post and phone. If you do sign up, you will have the option to turn off paper appointment and clinic letters.
Please see our Patient Portal page for more information about the portal. You are also be able to access information from the portal through the NHS App. For more information on the NHS App:
The NHS App links to the Kingston Patient Portal and you may find it easier to first log in to the NHS App then “jump-off” into the Kingston Patient Portal.
South West London Radiology Picture Archiving and Communications System (PACS/RIS)
The main Radiology imaging Trusts in South West London have got together and procured a new South West London (SWL) Picture Archiving and Communications System (PACS) system and Radiology Information System (RIS).
The PACS is a computer system that stores clinical images such as X-Rays, MRI, CAT and Ultrasound scans and the RIS is a computer system that is used to manage the electronic radiology systems and processes.
Both systems allow staff, from any of the partner organisations, who are providing you with care, timely access to your diagnostic imaging and outcome information. As usual, only those involved in your care, or admin of care are allowed to access the information. For more information please see this page.
Kingston Private Health is the private patient unit at Kingston Hospital NHS Foundation Trust. We provide excellent, personalised care to meet your individual requirements, delivered by the expertise and compassion of the area’s leading consultants, dedicated clinical teams, nurses and support staff.
The Trust has contracted TPW as data processors to provide management and billing for the Private Health unit.
All hospitals which provide private healthcare are required by law to send information to PHIN (Private Health Information Network) on each episode of care. PHIN publishes information about the activity and performance of hospitals providing private care. They do this in order to help people choose their care provider. This includes some personal data through they will not be able to identify you from this. Please see the PHIN Privacy Notice for further details.
The Trust is required by law to protect the public funds it administers. It may share information provided to it with other bodies responsible for auditing or administering public funds, in order to prevent and detect fraud. The privacy notice of the National Counter Fraud Initiative details the information which we may share and the legal basis for this.
The Trust uses the NHSmail Live Service to create, store and send data through NHSmail.
This processing could be through:
- Email (Exchange / Outlook)
- Instant Messaging, Voice, Video or Screen Sharing (Skype for Business).
- Office 365 services (SharePoint, OneDrive, Team, etc.)
- Exchange and Skype for Business data is stored by Accenture within the UK.
Office 365 data is stored by Microsoft, depending on the specific service this may either be within the UK, EU or outside the EU. For further information see Microsoft’s privacy information.
The NHSmail Live Service deploys highly sophisticated SPAM and Malware filtering technologies to block SPAM, Viruses and Malware.
The Trust processes data with NHSmail under:
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Article 9 (2) (h) – processing is necessary for the purposes of preventive or occupational medicine.
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Lawful processing by Controller (Article 6 b and e);(b) as part of their employment contract it is necessary for their job(e) as the mail system 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 (Public Task)