Access to information

NCH&C collect and use a wide range of information to help provide services as well as keep the organisation running. NCH&C has a privacy notice that may answer some questions you have about the sort of information we collect and use. Our Privacy Notice is available here.

You are welcome to ask us for different types of information and this page will help you do that.

You can request any information we have about you at any time. In line with the General Data Protection Regulation (GDPR) this will be dealt with under the Subject Access Provisions of the Data Protection Act 2018 (DPA). Put simply, this act gives individuals the legal right to request access to their personal information. The information we hold about you will likely be in the form of health records.

If you would like to see or obtain a copy of your health record, you will need to make a subject access request.  There are some checks we will need to make to validate your identity and we have a team who can help you through this process. If you would like to do this now, please complete a request for information form.

There is no charge for the time and administration involved with processing subject access requests except when additional copies of already supplied information are requested. We have 30 days to supply your information from receipt of your request. Please note though, we’re unable to begin processing your request until proof of ID is received. As the data controller, we need to ensure that the request is actually from the data subject concerned. Proof of identity can be a copy of a formal document or bill with your name and address on it or your driving licence or passport.

If you would like more information on the information that you can request or have any questions about information we collect, please contact our team on; 01603 785879 or email IG@nchc.nhs.uk 

If you’re unhappy with any aspect of the way in which we deal with your Subject Access Request, you may complain both to NCH&C via this link here and in writing to the Information Commissioner at:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Email form: https://ico.org.uk/global/contact-us/email/  

Tel: 0303 123 1113

The Freedom of Information Act gives everyone the right to request access to all types of recorded information held by public authorities. This is aimed at promoting a culture of transparency and accountability across the public sector. Guidance on making requests is available at the GOV.UK website – Make a Freedom of Information request

Requests should be in writing and you can make a request to the Trust using an online request for information form or by sending your request to: Room 1.38, Woodlands House, Norwich Community Hospital, Bowthorpe Road, Norwich, NR2 3TU.  If you are having difficulties or are unable to make a written request, please contact our Freedom of Information team on: 01603 785876

We would encourage you to check our publication scheme  and FOI disclosure log before you make a request for information through the Freedom of Information process, as you may be able to find it here. Please bear in mind that we can refuse a Freedom of Information Act request if the information is already readily available to you via our publication scheme.

Our publication scheme explains what we as an organisation do, what we spend, what our priorities are, our decisions and policies. You can find it here.

Download the latest version of NCH&C's Contract Records.

Under the Data Protection Act you have a right to access your health record. This can be done through the Access to Health Records Officer, who can be contacted on AccesstoRecords@nchc.nhs.uk or 01603 785876.

The National Data Opt-Out is a service that allows patients to opt out of their confidential patient information being used for research and planning.

The service was introduced on 25 May 2018, enabling patients to opt out from the use of their data for research or planning purposes, in line with the recommendations of the National Data Guardian in her Review of Data Security, Consent and Opt-Outs. The deadline for health and care organisations to comply with National Data Opt-Out policy was extended to enable health and care organisations to focus their resources on the coronavirus (COVID-19) outbreak and is now 31 July 2022.

Patients can view or change their national data opt-out choice at any time by using the online service at www.nhs.uk/your-nhs-data-matters or by clicking on "Your Health" in the NHS App, and selecting "Choose if data from your health records is shared for research and planning".

NCH&C is committed to complying with the requirements of the National Data Opt-Out and further information can be found in our Privacy Notice here.

Sharing important health information with our clinicians and care givers so that they can support your care effectively.

What is the Shared Care Record (ShCR)?

The Shared Care Record is a way of bringing together your most important records from the different organisations involved in your health and social care. These are then visible to frontline health and social care professionals, at the point of care, in a read-only view.

Benefits of having a Shared Care Record

There is a common misconception that health and care workers already have access to people’s full health and care records. This is not always the case and often means that you are asked to repeat your medical history and social circumstance when seen by different health or care professionals. Having a Shared Care Record in place will allow them to see relevant information about the care and treatment you have had across all services so that they can make a more informed decision and support you to tell your story once. 

Some key benefits of the Shared Care Record are:

• Improved experience for you: from knowing that any health and care professional you see has the information they need to provide you with the best treatment and care or make the most informed decision for your wellbeing. 
• Reduced waiting times and repetition: because having readily available information means less time contacting different settings and departments and less time repeatedly telling your story or sensitive, sometimes uncomfortable information. 
• More efficient diagnostic testing: by avoiding duplication through better communication 
• More holistic care: by taking a wider scope of information into account, health and care professionals can communicate easily and proactively, considering your overall health, care, and social circumstance where we are aware and not just considering your immediate condition - doing what is right by you. 
• Increased satisfaction: and confidence that no matter how complex your condition, you’re in the right place, at the right time, and whomever you see for your direct treatment and care is more informed. 

Our aim

Our aim is to help our frontline health and care services by providing important information about you and your care, from your interactions with the following professional care services:

• GP
• NHS 111/out-of-hours service
• community services
• emergency department
• outpatient appointment
• hospital stays
• maternity service
• mental health practitioners or care practitioners

Your information will only be made available when needed at the point of care and will only be used by staff members with a legitimate basis to do so.

The Norfolk and Waveney Shared Care Record will help meet this aim by reducing the time needed to learn about important health and care information, particularly in a crisis. This can be particularly helpful when you, your family or carer may not be able to answer specific health and care questions.

Current status of our Shared Care Record

All ICS partner organisations are signatories to the “My Care Record” Information Sharing Framework which describes our commitments to sharing information legally, safely, and responsibly. This framework also dictates the conditions under which we can share your information for the purpose of your care. The information held within the Norfolk and Waveney Shared Care Record will only be used for direct care. Further information on My Care Record can be found here: https://www.mycarerecord.org.uk/

Updates about the rollout of Shared Care Records will be made available on the Norfolk and Waveney Integrated Care System website.

Every NHS Organisation has a Caldicott Guardian, who is a senior member of the trust's Board. They make sure that we only use any personal, identifiable information held about you in an appropriate way. NCH&C’s Caldicott Guardian is Carolyn Fowler, Director of Nursing and you can contact her by phoning 01603 697347 or emailing:  IG@nchc.nhs.uk 

Every NHS Organisation has a SIRO, who is a senior member of the Trust’s Board. They are accountable and responsible for information risk across the organisation.  NCH&C’s SIRO is Andrew Hopkins, Director of Finance, and you can contact him by phoning 01603 697347 or emailing IG@nchc.nhs.uk

NCH&C is a public authority and therefore is legally required to appoint a DPO. The DPO assists with monitoring internal compliance, informing and advising on data protection obligations, providing advice regarding Data Protection Impact Assessments (DPIAs) and acting as a contact point for data subjects and the supervisory authority. NCH&C’s DPO is Matthew Poole, Head of Governance and Compliance and you can contact him by phoning 01603 272619 or emailing IG@nchc.nhs.uk