How we use your Health Records

This page explains:

• Why we collect information about you and how it is used
• Your right to see your health records
• How we keep your records confidential
• Why we collect information about you

Why we collect information

The Outside Clinic keep records about your health and any treatment and care you receive from us. These records help to ensure that you receive the best possible care. They may be written down (manual records) or held on computer. These records may include: basic details about you, such as address & date of birth, contact we have had with you such as eye examinations, notes and reports about your health, details and records about your treatment and care. Some of this information will be held centrally to be used for statistical purposes. In these instances we take strict measures to ensure that individual patients cannot be identified.

This information will only be used with your consent, unless the law requires us to pass on the information.

How your Records are used

Your records are used to guide and administer the care you receive to ensure that:

  • Your optometrist or other eyecare professional involved in your care has accurate and up-to-date information to assess your health and decide the most appropriate care for you.
  • Your concerns can be properly investigated if a complaint is raised. We will ensure that appropriate information is available if you see another optometrist, or are referred to a specialist, your GP or another part of the NHS.

You have a right of access to the information we hold about you on our records:

  • Your request must be made in writing to the Data Controller at the address below.
  • We are required to respond to you within 40 days.
  • You will need to give adequate information (for example full name, address, date of birth etc) so that your identity can be verified and your records located.
  • If you think anyhting is inaccurate or incorrect, please let us know.

How your Records may be used to help others

Your information may also be used in the following ways:

  • To help protect the health of the public
  • To help us manage our organisation
  • To pay your optometrist for the care you receive
  • To audit accounts and services
  • To investigate patient queries, complaints and legal claims
  • To make sure our services can meet patients’ needs in the future
  • To prepare statistics on our performance
  • To review the care we provide to ensure it is of the highest standard

The following may be with your consent:

  • To help in health research and development
  • To help teach healthcare professionals

Patients now have a right to a copy of any letter written about them from one healthcare professional to another. If you would like to receive a copy of your letter, inform the optomestirst during your appointment.

Freedom of Information Act 2000

If you want any information about the organisation which is not personal data please call or write to us and ask to speak to the Customer Services Manager.

How we keep your Records confidential

  • Everyone working for us has a legal duty to keep information about you confidential.
  • You may be receiving care from other people as well as the NHS (eg Social Services). We may need to share some information about you with them so we can all work together for your benefit. We will only ever pass inforamtion about you to them if they have a genuine need for it and we have your permission.
  • We will not disclose informnation about you to a third party without your permission unless there are exceptional circumstances such as when the health and safety of others  is at risk or if the law requires us to pass on information.
  • Anyone who recives information from us has a legal duty to keep it confidential.

Our guiding principle is that we are holding your Records  in strict confidence.

What happens after a sight test?

  • If you need glasses we will give you (or your carer, advocate or guardian) a copy of your prescription.
  • If you do not need glasses, we will give you (or your carer, advocate or guardian) a statement telling you this.
  • If you need a report for your employer or other organisation  we will give you the report to pass on. If the report has to be sent directly we will only do so with your written permission.

Who are our Partner Organisations?

We may share information with the following partner organisations:

  • Health Authorities
  • NHS Trusts
  • General Practitioners

We may also share your information subject to strict agreement about how it will be used with:

  • Social Services
  • Education Services
  • Local Authorities
  • Voluntary Sector Providers
  • Private Sector Providers


The Data Protection Act 1998 requires organisations that store information in electronic form to lodge a notification with the Information Commissioner to describe the purposes for which they process personal information. The details are publicly available form the Information Commissioner’s office at

Wycliffe House

Water Lane




Telephone 01625 545745

Fax 01625 524510

Alternatively see the Information Commissioner’s website at


Who is the Data Controller?

Mr Richard Gibson

The Outside Clinic

10-14 High Street

Old Town