Chaperone Policy
This practice is committed to providing a safe, supportive environment for patients.
When examining or treating patients, the practitioner will aim to have someone else, preferably a GDC registered team member, present in the room. The primary purpose of having a chaperone is to assist in the unlikely event of a medical emergency.
A chaperone can also:
Assist the practitioner
Provide emotional comfort and reassurance to the patient
Act as an interpreter
Be a third party in case there is a necessity to provide evidence about the treatment or appointment
In exceptional circumstances, it may not be possible to have a chaperone present for out of hours medical emergencies and in these cases the clinician involved will assess the possible risks to the patient before starting treatment.
This policy should be read in conjunction with:
Working Without Chairside Support (M 297)
Lone Working Policy (M 233-LWP)
Child Safety Policy
The practice is committed to creating and maintaining a safe environment for young children. For the purpose of this policy a young child is defined as somebody who their parent or carer considers is too young to visit the dental practice on their own. This practice recognises the complexity of laws regulating child minding and has created this policy because team members do not have the training or insurance to look after other people’s children.
Whilst on the premises young children must be accompanied by a parent or carer at all times. Team members are unable to accept the responsibility for looking after young children whilst their parent or carer is having dental treatment.
Reception staff will advise the parents or carers of young children to make childcare arrangements when planning their dental appointments, whenever possible. If childcare arrangements cannot be made, the reception staff will ask the parent or carer to take the child into the treatment room with them.
If the parent or carer is unable to co-operate, the reception staff will consult with the Practice Manager, Angelene Burton.
This policy operates together with the Child and Vulnerable Adult Protection Policy (M 233-CVP).
Children and Adults at Risk Safeguarding Policy
The practice is committed to complying with legislation and statutory guidance to protect children and adults at risk of abuse or neglect. The practice has an effective process for identifying and responding appropriately to signs and allegations of abuse. There is also an effective process for preventing abuse before it occurs and minimising the risks of further abuse once it has occurred.
The practice has appointed SAFEGUARDING_LEAD as the Practice Safeguarding Lead for children and adults and all team members have been informed about this.
A child is defined as a person under the age of 18. An ‘Adult at Risk’ is any adult who has needs for care and support by reason of mental or other disability, age or illness; whether or not the L.A. is meeting any of those needs); is experiencing, or at risk of abuse or neglect; and as a result of those care and support needs is unable to protect themselves from either the risk of, or the experience of abuse or neglect. The Care Act 2014 introduced the term ‘Adult at Risk’ replacing the phrase ‘vulnerable adult’, however the two are used interchangeably within this policy and supporting documents.
All team members are trained to recognise signs of abuse in children and vulnerable adults. Training to take appropriate action including recording and reporting is provided at induction and at regular intervals.
Any suspicions and allegations of abuse are taken seriously and responded to swiftly and appropriately. All concerns are reported to the Practice Safeguarding Lead. If FGM is suspected the FGM policy (M 233-FGM) is followed.
All team members are required to undergo appropriate DBS/PVG/Access NI checks. The practice does not employ anyone who has been barred from working with and treating children or adults at risk.
Good practice guidelines
A chaperone is always present when treating a child or vulnerable adult. See the Chaperone Policy (M 233-CHP).
‘Was Not Brought’ (WNB)
In the scenario where a young person under 18 misses an appointment we use the ‘WNB’ label in [our patient management software/EXACT/R4 and follow up on this in line with LCSB/P procedures. We have implemented the WNB pathway by Jenny Harris, Jen Kirby and Sheffield Teaching Hospitals NHS Foundation Trust.
Gratuitous physical contact is never made with a patient. If a patient needs comforting, team members use discretion to ensure that any physical contact is appropriate.
Physical force is never used against a patient, unless it constitutes reasonable restraint to protect him/her or another person or to protect property. If it is necessary to restrain a patient because they are an immediate danger to themselves or others or to property, the minimum amount of force is used for the shortest amount of time.
Any problems are referred to the Practice Safeguarding Lead.
For further information refer to Safeguarding of Children and Adults at Risk (M 290).
Restraint Policy
It is the aim of the practice to provide a high-quality service and to protect service users from harm. For the purposes of this policy, restraint should be viewed as ‘an intervention that prevents a person from behaving in ways that threaten or cause harm to themselves, to others or to property’ (Duff et al. 1996).
It is the practice’s policy that we will not restrain our patients. ‘Clinical Holding’ requires postgraduate training in special care dentistry and is out of our scope of practise. If a patient has learning disabilities or mental ill health we will take all steps necessary to ease their discomfort including:
Giving more time for explanations about treatment and what to expect so that the patient does not feel hurried
Gradually introducing the patient to more advanced and lengthy treatments if required
Being prepared to stop appointments early if the patient is not feeling well
Giving the patient ways to feel in control of the appointment such as ‘hold your hand up if you would like me to stop’
Offering sedation options such as RA, oral sedation or IV sedation with an anaesthetist
Teaching the patient about relaxation techniques
Assessing patients
Understanding a patient’s behaviour and responding to individual needs is at the centre of patient care. All patients are assessed to establish what sort of therapeutic behaviour management might be of benefit. This will involve identifying the underlying cause of the behaviour (epileptic fit, agitation, aggression etc.) and deciding whether the behaviour needs to be controlled.
Possible causes of behavioural conditions, which will be taken into account during the assessment, are:
Hypoxia
Hypotension
Pyrexia
Need to empty bladder or bowel
Pain or discomfort
Electrolyte or metabolic imbalance
Anxiety or distress
Mental illness – e.g. dementia
Other form of memory impairment
Drug dependency or withdrawal
Brain insult / injury or cerebral irritation
Reaction / side effect of medication
Intoxication (due to alcohol, drug overdose or drugs of abuse)
If a patient’s mental health is an issue, the mental health services will be contacted for advice / support. Before using restraint an individual assessment is carried out, which considers:
The environment
Patient’s behaviour
Patient’s underlying condition and treatment
Patient’s mental capacity, including issues of consent as described in The Mental Capacity Act (M 289)
Duty of care
Restraint techniques
The practice team will follow the British Society for Disability and Oral Health guidelines for ‘Clinical Holding Skills for Dental Services’, which details the context for restraint or clinical holding:
‘The use of physical holds (clinical holding), to assist or support a patient to receive clinical dental treatment in situations where their behaviour may limit the ability of the dental team to effectively deliver treatment, or where the patient’s behaviour may present a safety risk to themselves, members of the dental team or other accompanying persons’
Special factors considered when deciding to use clinical holding include:
Duty of care
Best interests or acts of necessity
Informed consent
Mental capacity
Statutory guidance
The Right to be safe
If we are unable to safely treat a patient with learning disabilities or mental ill health safely, after following our process above, we will refer the patient to the following specialist service:
Special Care Dental Services Referral to: Community dentist at time of referral Quickest method of contact: Waiting time:
We will follow up on this referral to check that it has been received and the patient has been contacted.
The full guidelines from The British Society for Disability and Oral Health are: http://www.bsdh.org/index.php/bsdh-guidelines]
Infection Prevention and Control Policy
Statement of intent
This policy should be read in conjunction with Infection Prevention Procedures (M 257B). For the safety of our patients, visitors and team this practice follows the latest guidelines and research on infection prevention. We comply with the [England: HTM 01-05 ‘essential quality requirements’ We take Universal Precautions for all patients, to minimise all of the known and unknown risks of cross infection.
Decontamination
We follow the latest decontamination guidelines from the Department of Health, England for new and used instruments. Stored instruments are protected against recontamination. The treatment rooms and all equipment are decontaminated appropriately between patients and at the end of every clinical session. Defects found during the cleaning of equipment are immediately reported to the Decontamination Lead. Full details of our decontamination procedures are found in (M 257B).
England and Wales: This practice meets the Essential Quality Requirements of the Department of Health Guidelines on infection prevention and control HTM 01-05]. Our plan to meet best practice is detailed in (M 257S)
Immunisation
Staff involved in decontamination and clinical work have evidence of: current immunisation against Hepatitis B, routine vaccinations and appropriate health clearance checks.
Items sent to the laboratory and equipment sent for repair
All items despatched to the laboratory are washed and disinfected after removal from the mouth and items received from the laboratory are washed and disinfected prior to fitting. Equipment is decontaminated before being sent for repair.
Instruments
Whenever possible we utilise single-use instruments, which are always disposed of after use on a patient.
Inoculation injury
To minimise the risk of blood borne viruses all staff are trained in avoidance and management of an inoculation injury. Post Exposure Prophylaxis is available if necessary. Staff at risk of blood-borne virus exposure have an occupational health examination.
Legionella control
The practice takes all reasonable measures to minimise the risk of exposure of staff, patients and visitors to legionella in accordance with existing guidance. The practice carries out regular legionella risk assessment, water tests and audits. Flushing of hot and cold water outlets is routinely undertaken by the practice, the water management procedures in (M 257LB) are followed. Records of all legionella control activities are maintained and reviewed at the Annual Management Review.
Personal hygiene
All staff maintain a high standard of personal hygiene including hand hygiene and follow techniques outlined in M 257G, restricted wearing of jewellery, and clean clinical clothing as outlined in M 257B.
Personal Protective Equipment
All team members follow the guidelines for personal protective equipment in M 257B. These include masks, gloves, protective eyewear, clinical attire and suitable shoes.
Spillage
Clinical staff are trained in how to manage an accidental spillage of a hazardous substance and how to follow our emergency arrangements.
Waste
Waste is carefully handled and disposed of by appropriate carriers according to current regulations
As outlined in M 269.
Water quality
Dental unit waterlines undergo disinfection, flushing and maintenance to minimise the risk of bio-contamination. Practice water is inspected and tested as necessary to maintain water quality.
Training
Each member of the team undergoes regular training and review and has a responsibility to ensure a safe working environment for all. Training includes the principles of infection prevention, the use of decontamination equipment and materials, the daily inspection and testing of equipment and the maintenance of records
Audit
We audit and review infection prevention procedures every six months with the aim of a continual improvement in standards and to update this policy and procedures as necessary
Disability Access Policy
The practice is committed to complying with the relevant regulations, legislation and the GDC Standards to provide caring and inclusive environment for all patients. For the purpose of this policy, the term ‘disability’ may include physical and sensory impairments, learning disabilities, chronic or terminal illness and use of mental health services. People are protected from unlawful discrimination through the application of our policies and procedures.
The practice has made reasonable adjustments to the facilities, policies, procedures, communication, signage and team members’ training to provide access to our services. Guide and assistance dogs are welcome in practice surgeries, apart from during aseptic procedures such as implant placements. The practice will provide water for such dogs if requested. Practice information is available in alternative formats including large print [audiocassette, CD and in Braille]. [Patients with hearing aids are provided with an induction loop]. If the adjustments are not sufficient to treat a patient safely, they are referred to a practice that can provide this service.
This policy applies to all team members including: employees both full and part-time, self-employed personnel, trainees, subcontractors, casual and agency staff.
Team members receive training in procedures relevant and important to people with a disability and strive to use language that is easy to understand and meets the needs of all patients.
When communicating with patients who have a disability, team members:
Ask everyone about their requirements in advance ‘Please let me know if you require any particular assistance’ and must be able to respond accordingly
Do not patronise, make assumptions or think they know best
Are ready to offer assistance, but never impose it
Are prepared as necessary to :
Sit or bend down to talk to a person at his or her eye level
Offer a seat or help with doors
Let the person take their arm for guidance or support
Offer the use of equipment, e.g. a clipboard as an alternative writing surface
Use appropriate ways of communicating, e.g. writing notes if someone finds speech difficult to understand
Be courteous, patient and always talk to a disabled person directly, never through his or her companion; never shout or call attention to anyone; never compromise the person’s right to privacy or confidentiality; check to make sure they have been understood
The practice always welcomes patients’ views and suggestions on how services or access can be improved.
This policy should be read in conjunction with Equality, Dignity and Human Rights Policy (M 233-EQD), Disability Rights under the Equality Act (M 285) and The Human Rights Act and the Equality Act (M 236).
Domestic Cleaning Policy
It is the aim of the practice to maintain high standards of cleanliness, to comply with the requirement of England: HTM 01-05 and the Code of Practice and to minimise the risk of associated healthcare infections. Our goal is to always provide a safe environment for service users, the practice team, visitors and subcontractors.
The practice has adopted and implemented procedures to maintain the expected level of cleanliness in relation to:
Premises occupied for the purpose of the providing dental services to service users
Equipment and reusable medical devices used for the purpose of treating service users
Materials used in the treatment of service users where such materials are at risk of being contaminated with a health care associated infection
For domestic cleaning procedures refer to the relevant section of Infection Prevention Procedures
(M 257B) and Domestic Cleaning for a Dental Practice (M 257I), which contains the risk assessment, domestic cleaning plan and an audit.
Emotional Care and Support policy
The aim of this policy is to allow people who use the services at this practice and those close to them to receive the support they need to cope emotionally with their care and treatment. This policy applies to all of the team members who work at this practice.
The practice team members are kind and have a caring, compassionate attitude and build positive relationships with people using the services at this practice and those close to them. We spend time talking to people, or those close to them. We always respect people’s individual preferences, habits, culture, faith and background.
Managing pain, distress and discomfort
If a patient has pain, distress and discomfort, we respond in a timely and appropriate way to help them cope emotionally with their care, treatment or condition. To do so we:
See emergencies during working hours
Give assistance to patients who have an emergency outside of working hours, which includes [operating an out of hours service/providing emergency contact details on our answerphone.]
Provide effective and comfortable local anaesthesia
Provide post procedure and pain management advice where appropriate
Respond appropriately if a patient is suffering from distress or discomfort before, during or after treatment
Provide information on how patients can receive additional care and support outside of the practice if required
We welcome questions from patients about their care and treatment and will do our best to answer as quickly and thoroughly as we can. [Questions can be asked during the visit to the practice, over the phone or by email.
Support networks and advocacy
We empower and support patients where necessary to use and link with support networks so that it will have a positive impact on their health, care and wellbeing.
We make sure that people who use our services and those close to them are able to find further information, including community and advocacy services. Contact details for support services, handouts and leaflets are provided where possible.
Support services contact details
Healthwatch: 03000 683 000
Supporting patients with additional needs
We work to identify patients with additional needs and offer extra support to those who need it, including:
People in the last 12 months of their lives
People at risk of developing a long-term condition
People with learning difficulties or learning disabilities
People with addictions
Carers
We provide additional support for patients with special needs, to communicate effectively and assist them to have the treatment as required. The length of treatment appointments may be varied and other additional practical or emotional support will be offered as required.
We also provide emotional support and information to those people close to our patients, including carers, family and dependants.
Treating children
When treating children, we consider their intellectual level and social-emotional maturity to maintain a child-centred compassionate approach. Parents or carers are actively included into this approach to keep them fully informed and to provide optimal support for the children.
Supporting patients with anxiety
If patients have anxiety, we provide additional emotional support, which includes:
Giving more time for explanations about treatment and what to expect so that the patient does not feel hurried
Gradually introducing the patient to more advanced and lengthy treatments if required
Being prepared to stop appointments early if the patient is feeling overly anxious
Giving the patient ways to feel in control of the appointment such as ‘hold your hand up if you would like me to stop’
Offering sedation options such as RA, oral sedation or IV sedation with an anaesthetist
Teaching the patient about relaxation techniques
If necessary referring for dental health psychology which can help patients to develop positive coping skills, such as achieving goals by breaking them down into small steps; replacing unhelpful thought patterns with helpful thoughts, improving their belief in the ability to cope learning how to control their anxiety levels
Support
Patient Advice and Liaison Service (PALS)
Healthwatch
NHS – Someone to speak up for you (advocate)
Related policies
Patient Care and Experience Policy (M 233-PCA), Equality, Dignity and Human Rights Policy (M 233-EQD)
Equality, Dignity and Human Rights Policy
Practice commitment
This practice aims to be a supportive, caring and inclusive environment for patients to receive treatment and for staff to reach their full potential. We are committed to working towards equality and to creating a culture where the diversity and dignity of patients and staff are respected and valued by all.
This practice will ensure that all patients and staff, both actual and potential, are treated fairly and respectfully and not discriminated against regardless of age, colour, disability, ethnic or national origin, gender, marital or civil partnership status, pregnancy or maternity, race, religion or belief, or sexual orientation. These are known as ‘protected characteristics’ under the Equality Act 2010.
Legal responsibilities
The rights of our patients and our staff with regards to discrimination are protected by a range of legislation including:
Human Rights Act 1998
Equality Act 2010
Part-time Workers (Prevention of Less Favourable Treatment) Regulations 2000
Fixed Term Workers (Prevention of Less Favourable Treatment) Regulations 2001
Data Protection Act 2018
Public Interest Disclosure Act 1998
Anti-discrimination Acts and Orders in NI
This practice also aims to meet the current General Dental Council, General Medical Council, Nursing and Midwifery Council, [NHS Equality Delivery System 2 and Care Quality Commission] standards by positively promoting equality, dignity and human rights for patients and staff.
For patients
This practice and its staff aim to:
Treat patients with dignity, respect and fairly, without discrimination, at all times
Give all patients the information they need, in a way they can understand, so they can make informed decisions about their care
Be clear on the procedures for providing additional support for patients with disabilities e.g. Does the practice have a hearing loop and do staff know how to operate it?
Provide services that are accessible to patients with disabilities and make reasonable adjustments in order to provide care which meets their needs
Provide information to patients with disabilities in a range of formats, such as Easy Read, large-print or on CD
Support patients by providing information in other languages and translators, where appropriate
Join up with other services involved with the care of patients who have medical and social care needs
Keep patient information confidential
Tackle health inequalities through positive promotion and care
Involve individual patients and patient groups in decisions about the design and delivery of the service
For team members
This practice will:
Promote equality in the workplace as good management practice
Create an environment in which individual differences and the contributions of staff are recognised, respected and valued
Actively demonstrate its commitment to supporting and managing disability issues, for patients and staff in an effective, sensitive and respectful manner
Ensure that every staff member has a working environment that promotes dignity and respect and is not discriminatory
Ensure that no form of bullying, harassment or unlawful discrimination by staff or patients is tolerated
Ensure reasonable adjustments are made, as appropriate, for staff with a disability
Encourage, support and facilitate the continuing professional development of all staff through a range of training, development and progression opportunities
Ensure all staff receive relevant equality, and human rights training and updates
Provide regular, effective and appropriate supervision to all staff
Provide regular and appropriate opportunities for all staff to give feedback and, where necessary, raise concerns
Regularly review all employment practices and procedures to ensure fairness
Regard breaches of the equality and diversity policy as misconduct, which could lead to disciplinary proceedings
Feedback and complaints
This practice welcomes and values any feedback. The practice views feedback and complaints as potential opportunities to learn lessons and improve the service. Any patient, patient’s advocate or member of staff has the right to complain if they feel they have been:
Treated unfairly, or without dignity or respect
Discriminated against
Unhappy with any care or treatment they have received
Refused treatment
For staff – the matter may be dealt with using the appropriate grievance procedure.
For patients – the complaint will be investigated, promptly and efficiently, in a full and fair way, and a full, constructive and prompt reply will be given.
Monitoring and review
This policy will be reviewed annually. The annual review will consider and incorporate, where appropriate:
Changes in legislation
Good practice models
Feedback from patients and staff
Concerns and complaints raised by patients and staff
A plan for implementing any changes will be developed in consultation with staff. The practice manager has the overall responsibility for the effective operation of this policy, the responsibility for communicating this policy to the team and for investigating any concerns or complaints under this policy.
Related practice information and policies
This policy should be read with the following:
The Human Rights Act and the Equality Act (M 236) - for a full description of forms of discrimination
Anti-Bullying and Harassment Policy (M 233-ABH)
Disability Rights under the Equality Act (M 285)
Disability Access Policy (M 233-DIB)
FOI and Publication Scheme
Welcome to the Publication Scheme for ABBEY DENTAL CARE.
The Publication Scheme is required by the Freedom of Information Act 2000. Introduction.
This Publication Scheme is a complete guide to the information routinely made available to the public by ABBEY DENTAL CARE. It is a description of the information about our Dental Practice which we make publicly available. Some information is not made publicly available. It will be reviewed at regular intervals and we will monitor its effectiveness.
How much does it cost?
The publications are all free unless otherwise indicated. Where information is provided at a cost the charges will be calculated as set out in Class 7.
How is the information made available?
The information within each Class is either displayed on the practice website (www.abbeydc.co.uk) or available in hard copy from Abbey Dental Care, 16 High Street, Minster, Kent CT12 4BU
Your rights to information
In addition to accessing the information identified in the Publication Scheme, you are entitled to request information about ABBEY DENTAL CARE under the Code of Practice on Openness in the HPSS (1996).
The Freedom of Information Act 2000 recognises that members of the public have the right to know how public services are organised and run, how much they cost and how the decisions are made.
From January 1st 2005, it will oblige ABBEY DENTAL CARE to respond to requests about information that it holds and is recorded in any format and it will create a right of access to that information. These rights are subject to some exemptions which have to be taken into consideration before deciding what information it can release.
Revised environmental information regulations may be introduced in the future. These will enable similar access to environmental information as under the Freedom of Information Act 2000.
Under the Data Protection Act 1998, you are also entitled to access your dental records or any other personal information held about you, and you can contact Angelene Burton at Abbey Dental Care. 16 High Street Minster Kent CT12 4 BU.
Feedback
If you have any comments about the operation of the Publication Scheme, or how we have dealt with your request for information from the Scheme, please write to:
Angelene Burton at Abbey Dental Care 16 High Street Minster Kent CT12 4BU
Classes of information
All information at ABBEY DENTAL CARE is held, retained and destroyed in accordance with guidance. Our commitment to publish information excludes any information which can be legitimately withheld under the exemptions set out in the Code of Practice on Openness in the HPSS or Freedom of Information Act 2000. Where individual Classes are subject to exemptions, the main reasons are e.g. the protection of commercial interests and personal information under the Data Protection Act 1998. This applies to all Classes within the Publication Scheme. The information on this Scheme is grouped into the following broad categories:
Class 1. Who we are
Details of the practice, organisational structures, key personnel and how we fit into the Health and Personal Social Services (HPSS).
Class 2. Our Services
The range of services we provide under contract to the HPSS. Class 3. Financial and funding information Funding details and charging policies
Class 4. Regular publications and information for the public
Guidance and information leaflets
Class 5. Complaints
Policies, procedures and contacts for complaints
Class 6. Our policies and procedures
General policies and procedures in use within the Dental Practice. These include, but are not restricted to, data protection, prescribing and prescription, health and safety
Class 7. This Publication Scheme
In this class we will publish any changes we make to this Publication Scheme, the criteria on which our information management policies are made and a referral point for all enquiries regarding information management generally at ABBEY DENTAL CARE. We will also publish any proposed changes or additions to publications already available.
Class 1. Who we are:
Principal Dentist - A.Burton GDC Reg 74801
Practice Manager - L. Lategan
Implant surgeon - R.Seyd GDC Reg 77092
Associate Dentist - A.Angelo GDC Reg 75205
Hygienist - L.Willey GDC Reg 2851
Dental Nurse - L.Westwood GDC Reg 143877
Receptionist - S.Fogg
Dental Nurse - S.Ling GDC Reg 224196
Trainee Dental Nurse - A.Padfield
Class 2: Our services
Information about our services is contained in the practice’s patient information leaflet which is available at Reception. The information includes:
Opening times
Arrangements for emergency care
Details of access to the premises for people with disabilities
Whether we have a dental hygienist or orthodontic treatment is available
Information about the care and treatment provided by the practice
We provide a hygienist service
We offer disable access.
‘We do not have a NHS Contract to offer NHS treatment. We belong to the Practice Plan Scheme.
Class 3: Financial information
We have information about:
The cost of treatment
Our membership scheme
Class 4: Information for patients and the public
We make available information leaflets about:
Types of dental treatment
Healthy diet
Healthy teeth
Reducing anxiety about dental care
Other health information
Copies of leaflets are available from Reception.
Class 5: Complaints
We have a practice complaints procedure, a copy of which is available from the Practice.
Class 6: Practice policies
We have policies and procedures which ensure that the practice operates in a safe and efficient manner. These include:
Data protection
Data security
Confidentiality
Health and Safety
Radiation protection
Infection control
Payments policy
Equal opportunities
Cost of Information
For the most part, we will charge you only for hard copies or copying onto media (e.g. CD ROM). Some information is available free, but for others there may be a charge. The charges will vary according to how information is made available.
Charges are as follows:
Via the Dental Practice Web Site – there will be no charge, although any charges for Internet Service provision and personal printing costs would have to be met by the individual. For those without Internet access, a single print-out as on the website would be available by post from Abbey Dental Care 16 High Street Minster Kent CT12 4 BU. or by personal application at the practice. However, requests for multiple printouts, or for archived copies of documents which are no longer accessible or available on the web, may attract a charge for the retrieval, photocopy, postage etc. We will let you know the cost and charges that will have to be paid in advance. We will not provide printouts of other organisation’s websites.
Leaflets and brochures – there will be no charge for leaflets or booklets on, for example, services we offer to the public.
E-mail will be free of charge unless otherwise stated.
There will be a charge for CD Rom £35.
There will be a charge for paper copy of records £35.
The charges will be reviewed regularly.
Useful Resources Web sites: (offsite links open in a new window)
www.informationcommissioner.gov.uk This is the Information Commissioner’s web site.
Consent Policy
The practice follows the GDC guidelines Standards for the Dental Team: ‘Principle 3, Obtain Valid Consent’. We treat patients politely and with respect, in recognition of their dignity and rights as individuals. We also recognise and promote our patients’ responsibility for making decisions about their bodies, their priorities and their care and make sure we do not take any steps without a patient’s consent (permission).
The clinical team member will always obtain valid consent before starting treatment or physical investigation, or providing personal care for a patient, because patients have a right to choose whether or not to accept advice or treatment. Clinical team members are adequately trained to ensure that the patient has:
Enough information to make a decision (informed consent)
Made a decision (voluntary decision-making)
The ability to make an informed decision (capacity)
The nature of treatment [private] and all charges are clarified to the patient before it commences and the patient is provided with a written treatment plan and cost estimate. All team members are aware that:
Once the consent has been given it may be withdrawn at any time
Giving and getting consent is a process, not a one-off event. It is an ongoing discussion between the clinician and the patient
It is necessary to find out what the patient wants to know, as well as saying what the clinician thinks the patient needs to know. Examples of information which patients may want to know include: why a proposed treatment is necessary; the risks and benefits of the proposed treatment; what might happen if the treatment is not carried out and alternative forms of treatment, their risks and benefits, and whether or not the treatment is considered appropriate
If an estimate has been agreed with a patient, but it is necessary to change the treatment plan, the patient’s consent to any further treatment and extra cost will always be obtained prior to providing the changed treatment. This will be achieved by the provision of an amended written treatment plan and estimate
Everyone aged 16 or over is presumed to have capacity to make their own decisions unless it can be shown that they lack capacity to make a particular decision at the time it needs to be made. If the treating clinician thinks that someone lacks capacity to make a treatment decision, s/he will carry out a mental capacity assessment and, if appropriate, make a decision in the person’s best interests. We have a Mental Capacity Assessment (M 289A) to provide a record of how a treatment decision was reached.
Children’s consent
A child is a person under 18.
Children aged 16 and over are presumed to have capacity and able to consent or, refuse to treatment in their own right. If the practitioner thinks a child aged 16 or over may lack capacity, a mental capacity assessment will be carried out and the results recorded in the clinical notes.
If a child is under 16, it is the first choice to obtain the consent of the parent or carer. But for various reasons this may not be possible. A child who is under 16 can give consent if the practitioner considers that the child is ‘Gillick competent’. The description of Gillick competency and a practitioner checklist for assessment is found in Valid Consent (M 292).
Consent for processing personal data
There is a separate policy that coverts consent for processing the personal data of non-patients. See the Data Protection and Information Security Policy (M 233-DPT), which covers marketing and its communication methods.
Training on consent is provided to team members at an [iComply practice meeting]. Consent procedures are reviewed and monitored at [the Annual Management Review (G 170-TM2)].
The Practice Quality Assurance and Governance Policy
Our quality assurance policy is to have a successful practice by providing a standard of service that consistently satisfies the needs and expectations of our patients. This level of quality is achieved through use of our governance system and careful management in a continually improving, safe environment. Our standards and procedures aim to meet all professional regulations and legislation including the Fundamental Standards from the Care Quality Commission [the Regulation and Quality Improvement Authority].
Our quality assurance is based on the iComply governance system; it keeps us updated with the latest legal and professional requirements.
A. BURTON is the practice owner and has ultimate responsibility.
A. BURTON is the Registered Person and the iComply leader and has day-to-day responsibility.
iComply prompts us to perform quality improvement through:
Carrying out risk assessments with follow up actions taken to minimise risk
Carrying out regular audits with follow up actions to improve the standards of care in:
Clinical Records
Infection Prevention and Control
Radiograph Quality and Equipment
Disability Access
Conscious Sedation
Antimicrobial Prescribing
The regular review of policies, procedures and practice guidelines
Actively seeking patient feedback to improve care and service
Responding to and learning from safety alerts, events, incidents, comments and complaints
Learning, health and safety and clinical effectiveness shared at practice meetings
Performing annual reviews to see how well the practice has performed and to set new standards for the year ahead
Team training, appraisals and involvement in creating a quality-led practice
Our quality objectives are:
To continually improve the level of care and service
That patients enjoy all aspects of the experience they have with us
Total patient satisfaction
We aim to offer specialist or other treatments to a high standard
We provide minimally invasive treatments
We work to earn a great reputation so that our patients refer their friends and family to us
Other
Sustainable Development Policy
ABBEY DENTAL CARE is committed to promoting the conservation, sustainable management and improvement of the environment and to minimising the environmental impact of its activities.
ABBEY DENTAL CARE aims to achieve this by:
Taking sustainable development into account in its policies, plans and decisions
Encouraging its staff to work in an environmentally responsible manner and to play a full part in developing new ideas and initiatives
Encouraging its visitors and patients to take responsible action in terms of environmentally sustainable best practice
Minimising its consumption of natural resources.
Reduce carbon emissions where possible such as using low energy ways in which to interact with its partners
Seeking to reduce reliance on the private car
Choosing sustainable goods and services
ABBEY DENTAL CARE, working with its staff and suppliers, will:
Reduce emissions from its buildings through energy management such as turning off lights and equipment, reducing the temperature of the heating and using good standards of insulation
Maximise recycling arrangements
Minimise waste by reducing and reusing non-clinical products where appropriate
Reduce where possible clinical waste
Raise awareness of sustainable development at the practice
Reduce the printing of paper forms and records
Reduce business travel by promotion of video and telephone conferencing
Reduce water consumption
Comply with all environmental legislation and codes of practice
Other resources
ABBEY DENTAL CARE aims to minimise its consumption of other resources, including dental materials, gas, paper, tissues, paper towels and other consumables.
Recycling
ABBEY DENTAL CARE will encourage its staff members to use the appropriate internal and external recycling facilities provided for paper, cardboard, glass and plastics.
Mercury Management
ABBEY DENTAL CARE will ensure that all water from dental equipment passes through an efficient mercury trap.
Suppliers
ABBEY DENTAL CARE will prefer suppliers who have sustainable policies and procedures.
Equipment Policy
It is the aim of the practice that all equipment is:
Suitable for its purpose
Available if required
Properly maintained
Used correctly and safely, with training provided if required
Validated, tested and inspected as required
The practice owner, Angelene Burton is the Equipment Manager and has an overall responsibility to select and purchase suitable equipment when required. During the selection process the Equipment Manager will check that the new equipment is fit for purpose, meets the requirements of current legislation and guidance and will implement procedures for decontamination, operation and maintenance.
The Equipment Manager will take into account:
Any equipment life-cycle limitations specified by the manufacturer
Commissioning and validation requirements
Ongoing costs
The service response in the event of a breakdown
Training requirements for the equipment use
Specific decontamination requirements such as:
Ease of cleaning
Need for dismantling before cleaning
The method of cleaning e.g. washer-disinfector or ultrasonic
Recommended cleaning agents and their COSHH risk assessment
Any sterilization requirements
The Equipment Manager will consider single-use items as an alternative to purchasing reusable items where appropriate. For reusable items, the practice team will follow the manufacturer’s decontamination instructions.
All dental equipment is listed on the Equipment Log (M 271A), with an Individual Equipment Record (M 271B) for each piece of equipment that includes commissioning, repair, validation, inspection and testing certificates and information.
Staff Induction (M 225) includes training on equipment and the Staff Training Record (M 222E) contains relevant forms to maintain full training records for each member of staff.
Regular staff training in equipment use and in-surgery is carried out throughout the year and at [iComply Practice Meeting 4].
Waste
All healthcare waste generated in this practice will be managed according to the following policy to ensure staff safety and to meet our legislative requirements.
If any aspect of this policy is not clear, please ask A.BURTON
All clinical waste is classified as ‘hazardous’ waste, placed in orange sacks for collection.
Dental amalgam is disposed of as hazardous waste by the registered waste carrier appointed by the practice. ALBUS ENVIRONMENTAL.
All clinical waste sacks must have the air gently squeezed out to avoid bursting when handled by others, labelled according to the type of waste and tied at the neck, not knotted.
Sharps waste (needles and scalpel blades etc) are disposed of in UN type approved puncture-proof containers (to BS 7320), and labelled to indicate the type of waste.
Clinical waste and sharps waste must be stored securely in the areas provided before collection for final disposal .
Clinical waste is collected for disposal by the registered waste carrier.
ALBUS ENVIRONMENTAL appointed by the practice who will hold a certificate of registration with the Environment Agency.
An annual ‘Duty of Care’ Waste Transfer Note completed and signed by both parties must be held.
The transfer note provides the dentist with evidence that the waste will be disposed of in the correct manner. Repeated transfers of the same kind of waste between the same parties can be covered by one transfer note for up to one year. This must be kept for two years after it expires. Each time a collection of offensive waste is made a receipt will be received and kept by the practice. Each time a hazardous waste is collected a hazardous waste consignment note should be received and kept by the practice.
All staff involved in handling clinical waste should be vaccinated against Hepatitis B. All relevant staff will be trained in the handling, segregation, and storage of all healthcare waste generated in the practice.
Waste from the amalgam separator should go in a separate pot that will be disposed of by ALBUS ENVIRONMENTAL.
Extracted teeth should go in the designated pot.
Out of date drugs should go into the correct container that is marked out of date drugs.
All above waste will be collected by ALBUS ENVIRONMENTAL and disposed of in the correct way.
Radiology Policy
Why do I need to have x-rays taken?
Your dentist will assess your teeth and fillings, and together with an analysis of your previous decay rate and diet, will decide how often you need to have routine x-rays. It is likely to be every 18 to 30 months. They are used to detect decay in- between teeth and underneath existing fillings, as well as showing if there is bone loss due to gum disease.
In addition to regular screening Xrays, your dentist may need to take an Xray if you have toothache which is caused by an abscess or tooth fracture.
They are also needed when you have root canal work to assess exactly how long the roots are.
Radiation Policy
We operate a radiation policy for the safety and protection of staff and patients. Our policy is based on the 'Guidance notes for dental practitioners on the safe use of Xray equipment' issued June 2001 and the requirements of the 'Ionising radiation regulations 1999' and 'The Ionising radiation (medical exposure) regulations 2000'. The aims of the policy are to ensure all radiographs are justified, exposures which have 'no merit' are avoided and to reduce the patient doses to as low as reasonably possible.
All staff who are involved in the taking and developing of radiographs are trained to an appropriate level. All training is recorded.
All radiographic equipment is installed, serviced and maintained in accordance with the above guidelines and the manufacturer's recommendations.
A quality assurance system is in place, and all policies and procedures are reviewed and monitored on a regular basis. The system includes staff training records, risk assessments, clinical audit and equipment use and maintenance records.
The Health and Safety executive has been notified that radiographic equipment has been installed on these premises.
The practice has appointed an appropriate person as our radiation protection advisor, who will provide regular advice to the legal person.
The legal person responsible for implementing our radiology policy is Angeline Burton.
Complaints Handling Policy
It is the aim of this practice to ‘Have a Clear and Effective Complaints Procedure’ by meeting the GDC ‘Standards for the Dental Team’, and deliver good practice in complaint handling. We have appointed Angelene Burton, Theressa Du Plessis, as our ‘Responsible Person’.
The practice has appointed a Complaints Manager, Angelene Burton, Theressa Du Plessis, and our complaints procedure (G 110 C/CW) is on display in all waiting rooms.
We have published our complaints procedure on our website in line with GDC advertising standards.
Feedback and complaints handling framework
This practice has developed a framework for managing complaints and feedback based on these principles:
All patient feedback is important to us
We want to make it easy for patients to raise a concern or complain, if you need to
We follow a complaints procedure and keep patients informed
We will try to answer all patient questions and any concerns you raise
We want patients to have a positive experience of making a complaint
Patient feedback helps us to improve our service
Recognising complaints
Our team are aware that complaints are any expression of dissatisfaction by a patient (or their representative) about a dental service or treatment. Complaints can be verbal or written and can be about any part of the service we provide. All complaints must be logged internally, even if the complaint was verbal and resolved within 24 hours.
Recording complaints
All complaints are recorded on an Event Record (G 110A) and also logged in our Event Register (G 110B). All correspondence or investigation records are stored with the Record and Register. Complaint Records are treated as confidential at all times and kept separate from clinical records. Only authorised persons have access to the Complaints Records.
Handling complaints
The practice team is trained to resolve all complaints promptly, efficiently and politely by following our Patient Complaints Procedure (G 110C/CW). The team responds to complaints in the time limits set by the Patient Complaints Procedure and always provides constructive responses to complaints. The practice never discriminates against a patient who has made a complaint.
Team members cannot react defensively to a complaint but must listen carefully to a patient who makes one whilst involving them fully in the process of managing it. The team members will, to the best of their abilities, endeavour to meet any outcomes the patient expects and offer sincere apologies when appropriate.
If a patient is not satisfied despite our best efforts to resolve the complaint, they will be informed about other avenues that are open to them such as the GDC Dental Complaints Service and the NHS Ombudsman.
The team are regularly trained in complaint handling and are involved in the regular review of complaints, complaints procedures and management [through iComply] so that services, policies and procedures can be continually improved.
Response timescales
All complaints will be acknowledged and responded to by the practice within the timescales detailed in the Patient Complaints Procedure (G 110C/CW).
We keep patients informed of the status of the complaint during the investigation stage and always aim to resolve the complaint within the timeframe specified in our policies and procedures or as agreed with the complainant.
Online reviews
The practice appoints a team member to regularly check for online reviews. All feedback, both positive and negative is acknowledged and we follow the recommendations for dealing with poor reviews outlined in the Complaints, Problems and Events Overview (G 110).
Related documents
This policy should be read with the Patient Complaints Procedure (G 110C) and the Complaints, Problems and Events Overview (G 110).
Privacy Notice
The practice aims to meet the requirements of the Data Protection Act 2018, the General Data Protection Regulation (GDPR), the guidelines on the Information Commissioner’s website as well as our professional guidelines and requirements.
The data controller is Angelene Burton The information governance lead is Angelene Burton who is also the Data Protection Officer.
This Privacy Notice is available www. abbeydentalcare.co.uk at reception/ by email if you contact info@abbeydc.co.uk / by calling 01843825444.
You will be asked to provide personal information when joining the practice. The purpose of processing your personal data is to provide you with optimum dental health care and prevention.
The categories and examples of data we process are:
Personal data for the provision of dental health care
Personal data for the purposes of providing treatment plans, recall appointments, reminders or estimates
Personal data such as details of family members for the provision of health care to children or for emergency contact details
Personal data for the purposes of employed and self-employed team members employment and engagement respectively
Personal data for the purposes of [direct mail/email/text/other] to inform you of important announcements or about new treatments or services
Personal data - IP addresses so that we can understand our patients better and inform our marketing approach as well as improve the web site experience
Special category data including health records for the purposes of the delivery of health care and meeting our legal obligations
Special category data including health records
Special category data to meet the requirements of the Equality Act 2010
Special category data details of criminal record checks for employees and contracted team members
We minimise the data that we keep, and do not keep it for longer than necessary.
We never pass your personal details to a third party unless we have a contract for them to process data on our behalf and will otherwise keep it confidential. If we intend to refer a patient to another practitioner or to secondary care such as a hospital we will gain the individual’s permission before the referral is made and the personal data is shared. Your data will be shared with the NHS in England, Scotland and Wales or the HSC in Northern Ireland if you are having NHS or HSC treatment.
Personal data is obtained when a patient joins the practice, when a patient is referred to the practice and [when a patient subscribes to an email list / other]
For full details or where your data is stored, please ask to see Information Governance Procedures
(M 217C).
We have established the following lawful bases for processing your data:
Our lawful bases for processing personal data:
[The legitimate interests of the dental practice
Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
Consent of the data subject
To comply with our legal obligations
Other]
Our lawful bases for processing special category data:
[Processing is necessary for health care purposes
Processing necessary for identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people with the view to enabling such equality to be promoted or maintained
We obtain consent of the data subject to process criminal record checks
Other]
The reasons we process the data include:
To maintain your contemporaneous clinical records
To provide you with dental treatment, prevention and oral health advice
To carry out financial transactions with you
[To manage your NHS or HSC dental care treatment]
To send your personal data to the General Dental Council or other authority as required by law
To communicate with you as and when required including appointment reminders, treatment plans, estimates and other communications about your treatment or the practice
To communicate with your next of kin in an emergency
If a parent or carer to communicate with you about the person you parent or care for
To refer you to other dentists or doctors and health professionals as required
To obtain criminal record disclosures for team members
For debt recovery
To continually improve the care and service you receive from us
The personal data we process includes:
Your name, address, gender, date of birth, NHS number, medical history, dental history, family medical history, family contact details, marital status financial details for processing payment, your doctor’s details and details of treatment at the practice. We may process more sensitive special category data including ethnicity, race, religion, or sexual orientation so that we can meet our obligations under the Equality Act 2010, or for example to modify treatment to suit your religion and to meet NHS or HSC obligations.
The retention period for special data in patient records is a minimum of 10 years and may be longer for complex records or to meet our legal requirements. The retention periods for other personal data is 2 years after it was last processed. Details of retention periods are available in the Record Retention (M 215) procedure available from the practice.
We obtain your personal details when you enquire about our care and service, when you join the practice, when you subscribe to our newsletter or register online, when you complete a registration or medical history form and when another practitioner refers you for treatment at our practice. Occasionally patients are referred to us from other official sources such as NHS clinics or hospitals.
You have the following personal data rights:
The right to be informed about the collection and use of your personal data
The right of access – to have a copy of the data we hold about you. There will be a charge to copy this for you .
The right to rectification - to correct the data we have if it is inaccurate or incomplete
The right to deletion of your personal data (clinical records must be retained for a certain time period)
The right to restrict processing of your personal data
The right to data portability – to have your data transferred to someone else
The right to object to the processing of your personal data
Rights in relation to automated decision making and profiling
Further details of these rights can be seen in our Information Governance Procedures (M 217C) or at the Information Commissioner’s website. Here are some practical examples of your rights:
If you are a patient of the practice you have the right to withdraw consent for important notifications, newsletters, surveys or marketing. You can inform us to correct errors in your personal details or withdraw consent from communication methods such as telephone, email or text. You have the right to obtain a free copy of your patient records within one month
If you are not a patient of the practice you have the right to withdraw consent for processing personal data, to have a free copy of it within one month, to correct errors in it or to ask us to delete it. You can also withdraw consent from communication methods such as telephone, email or text
We have carried out a Privacy Impact Assessment in Sensitive Information Map, PIA and Risk Assessment (M 217Q) and you can request a copy from the details below. The details of how we ensure security of personal data is in our Security Risk Assessment (M 217M) and Information Governance Procedures (M 217C).
Comments, suggestions and complaints
Please contact the IG Lead at the practice for a comment, suggestion or a complaint about your data processing at info@abbeydc.co.uk or 01842825444 or by writing to or visiting the practice at 16 High Street, Minster, Ramsgate, Kent, CT12 4BU. We take complaints very seriously.
If you are unhappy with our response or if you need any advice you should contact the Information Commissioner’s Office (ICO). Their telephone number is 0303 123 1113, you can also chat online with an advisor. The ICO can investigate your claim and take action against anyone who’s misused personal data. You can also visit their website for information on how to make a data protection complaint.
Related practice procedures
You can also use these contact details to request copies of the following practice policies or procedures:
Data Protection and Information Security Policy (M 233-CNS)
Sensitive Information Map, PIA and Risk Assessment (M 217Q), Information Governance Procedures (M 217C), Record Retention (M 215)
If you have an enquiry or a request please contact the Information Governance Lead
Dr AM Burton
Abbey Dental Care,
16 High Street
Minster
Ramsgate
Kent
CT12 4BU
Email:info@abbeydc.co.uk,
Phone:01843825444.
Thank you.
Data Opt-Out Policy
(England)
How the NHS and care services use your information
Abbey Dental Care is one of many organisations working in the health and care system to improve care for patients and the public. Whenever you use a health or care service, such as attending Accident & Emergency or using Community Care services, important information about you is collected in a patient record for that service. Collecting this information helps to ensure you get the best possible care and treatment. The information collected about you when you use these services can also be used and provided to other organisations for purposes beyond your individual care, for instance to help with:
Improving the quality and standards of care provided
Research into the development of new treatments
Preventing illness and diseases
Monitoring safety
Planning services
This may only take place when there is a clear legal basis to use this information. All these uses help to provide better health and care for you, your family and future generations. Confidential patient information about your health and care is only used like this where allowed by law.
Most of the time, anonymised data is used for research and planning so that you cannot be identified in which case your confidential patient information isn’t needed.
You have a choice about whether you want your confidential patient information to be used in this way. If you are happy with this use of information you do not need to do anything. If you do choose to opt out your confidential patient information will still be used to support your individual care. To find out more or to register your choice to opt out, please visit www.nhs.uk/your-nhs-data-matters. On this web page you will:
See what is meant by confidential patient information
Find examples of when confidential patient information is used for individual care and examples of when it is used for purposes beyond individual care
Find out more about the benefits of sharing data
Understand more about who uses the data
Find out how your data is protected
Be able to access the system to view, set or change your opt-out setting
Find the contact telephone number if you want to know any more or to set/change your opt-out by phone
See the situations where the opt-out will not apply
You can also find out more about how patient information is used at:
https://www.hra.nhs.uk/information-about-patients/ (which covers health and care research); and
https://understandingpatientdata.org.uk/what-you-need-know (which covers how and why patient information is used, the safeguards and how decisions are made)
You can change your mind about your choice at any time.
Data being used or shared for purposes beyond individual care does not include your data being shared with insurance companies or used for marketing purposes and data would only be used in this way with your specific agreement.
Health and care organisations have until 2020 to put systems and processes in place so they can be compliant with the national data opt-out and apply your choice to any confidential patient information they use or share for purposes beyond your individual care.
[Our practice only uses your personal health data to provide individualised care to you and does not disclose your data for any other purposes. The national data opt-out does not apply to our usage of your data and we are compliant with the policy.]
[Our practice takes part in [research projects] where the opt-out could apply. We [are/are not currently] compliant with the national data opt-out policy.]
Processing of Staff and Candidates’ Information
This section explains how Abbey Dental Care processes the information of staff and applicants for job roles within the practice.
What data do we have?
So that we can provide a safe and professional service, we need to keep certain records about our team members. We may record the following types of data:
Your basic details and contact information e.g. your name, address, date of birth, National Insurance number and next of kin
Your financial details e.g. details so that we can pay you, insurance, pension and tax details
Your training records
We also record the following data which is classified as “special category”:
Health and social care data about you, which might include both your physical and mental health data – we will only collect this if it is necessary for us to know as your employer, e.g. fit notes or in order for you to claim statutory maternity/paternity pay
We may also, with your permission, record data about your race, ethnic origin, sexual orientation, or religion
As part of your engagement with the practice, you may be required to undergo a Criminal Record Check. This information is not kept for longer than is necessary—usually not more than 6 months following the recruitment decision, unless a dispute is raised or, in exceptional circumstances.
Why do we have this data?
We require this data so that we can contact you, pay you and make sure you receive the training and support you need to perform your job. By law, we need to have a lawful basis for processing your personal data.
We process your data because:
We have a legal obligation under UK employment law
We have a legitimate interest in processing your data – for example, for administration of training or learning course or emergency planning etc. These legitimate interests will be customary, or necessary for operational, administrative, HR and recruitment purposes and to otherwise manage employment relationship and interaction between employees
We are required to provide data to our regulator, [CQC/NHS/RQIA/HIS/HIW], as part of our public interest obligations
We are required to do so in our performance of another public task
We process your special category data because It is necessary for us to process requests for sick pay or maternity pay
If we request your criminal records data it is because we have a legal obligation to do this due to the type of work you do. This is set out in the Data Protection Act 2018 and the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975
We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent
Where do we collect your data from?
As your employer we need to receive specific data about you. This is collected from or shared with:
You or your legal representative(s)
Third parties – for example this could include references from your previous job
We do this face to face, via phone, via email, via our website, via post, via application forms, via apps [delete or insert as appropriate all of the methods you use to communicate with your team members]
How do we share your data?
Third parties are organisations we have a legal reason to share your data with. These include:
HMRC
Our pension and healthcare schemes [provide details of external companies providing this resource]
[[External payroll provider] [provide details of external companies providing this resource]]
Organisations we have a legal obligation to share information with i.e. for safeguarding, the CQC
The police or other law enforcement agencies if we have to by law or court order
How long do we hold your data?
The retention period for staff records is 6 years, however, certain information relating to team members may lawfully be kept for longer. Team members should refer to Record Retention (M 215) for further details on how this practice keeps and deposes of staff data. Application forms and interview notes for unsuccessful candidates are kept for one year.
Your rights
As an individual you have certain rights regarding our processing of your personal data, including a right to lodge a complaint with the Information Commissioner’s Office (ICO) as the relevant supervisory authority. For more information on your personal data rights, you can access information and advice on the ICO’s website.
You can request a copy of your personal file by contacting the practice.
Privacy Notice for Children
The practice keeps records of your name, address, date of birth and details of any health problems as well as details of your dental treatment and details about your family. We keep this information so that we can provide you with the best dental care. Your personal information is kept very confidentially and securely.
We only use your personal information so we can give you the best dental care and for sending reminders to you.
We only pass your personal information to another dentist, doctor or hospital if you have a problem that needs their special skills and you need to go and see them. We will not give your information to anyone else unless the law allows us to or we have to provide it for legal reasons.
If you leave the practice, we will stop using your information, but will keep it confidentially and securely until you are 25 years old, when we will review if and when we can delete it. You can always ask for a copy of the information we hold for you, we can transfer it to another dentist or doctor at your request and you can ask us to stop using your personal information to send letters or contact you in other ways if you are no longer a patient at the practice.
When you reach 18 years of age the Privacy Notice about how we process your personal information will change to the adult version. This can be found on our website.
If you would like a copy of the information we hold about you or if you have any other enquiries it about such as to change an error in your information or to provide a copy of your information to somebody else please contact:
The Information Governance Lead Angelene Burton
Abbey Dental Care,
16 High Street,
MInster,
Ramsgate,
Kent
CT12 4BU
Email: info@abbeydc.co.uk,
Phone: 01843825444.