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How we use your medical records & Important information for patients

As a patient of ours we will always handle your medical records in-line with laws on data protection and confidentiality. 

So why do we collect information about you? 

We must keep records about you, your health and the care we have provided to you:

  • To give you the best possible healthcare and treatment
  • To provide our clinical team with historical data that may be relevant to your care
  • To help manage and plan services for you
  • To help monitor and evaluate services
  • To avoid delays in searching for your medical records

What information we ask for?

  • Your personal details
  • Your physical health
  • Your mental health
  • Treatments you have received.
  • Notes from other clinics and hospital

Why we ask for the information?

  • Provide a good basis for all health decisions made about you
  • Make sure your care is safe and effective

You may be receiving care from other healthcare organisations elsewhere as well as with us. In order for us to work effectively with other providers, for your benefit, we may be required to share some information about you, for example with your General Practitioner, staff at another clinics or specialist hospitals, scanning or treatment centres not provided by us.

In some circumstances we will also share medical records for medical research, for example to find out more about why people get ill. 

We also share information when the law requires us to do so, for example, to prevent infectious diseases from spreading or to check the care being provided to you is safe. 

How we store your information

We employ a secure cloud-based patient management system to store all your information. But we go beyond that: we exclusively transmit patient documents through this system to prevent unauthorized access. Additionally, we avoid sending patient documents via email to prevent any potential leakage of private information. Furthermore, we enforce a two-factor authentication (2FA) sign-in process to ensure restricted access to the database.

If you would like to see our patient management system’s privacy policy, please click on the link below.

Cliniko Privacy Policy

Confidentiality is your right

  • You have the right to be given a copy of your medical record which can be provided to you by completing a form and this will be completed within a time frame.
  • You have the right to object to your medical records being shared with those who provide you with care.
  •  You have the right to object to your information being used for medical research and to plan health services. 

All information about you belongs to you and you are therefore able to have access to your records at any time if you request to see them. You have the legal right to confidentiality under the Data Protection Act 2004.

How to request your clinical notes/results:

Your clinical notes can ONLY BE REQUESTED BY YOURSELF.  We will not release any medical notes to a third party without your written authority to do so. Copies of your clinical notes can be ordered:

  • By email
  • By telephone

We will ask two security questions in order to confirm your identity.

A minimum of 48 hours is usually required in order for our administration team to gather all your data and gain permission for the release of this information by your practitioner. 

If you have any questions about your information or about confidentiality, please do not hesitate to contact us at