This website uses cookies to function correctly.
You may delete cookies at any time but doing so may result in some parts of the site not working correctly.
 

Noticeboard

Health Charities

Macmillan Cancer

Macmillan Cancer Support
One in three of us will get cancer and it’s the toughest thing most of us will ever face. If you’ve been diagnosed with cancer, or a loved one has, you’ll want a team of people in your corner supporting you every step of the way. Macmillan provide practical, medical and financial support and push for better cancer care.

Marie Curie Cancer Care

Marie Curie Cancer Care is a UK charity dedicated to the care of people with terminal cancer and other illnesses. Over the financial year 2010/11, we reached a total of 31,799 patients

Youth Health Talk

YouthHealthTalk
Youthhealthtalk enables young people, their family and friends, and professionals such as doctors and teachers to understand young people's experiences of health, illness and life in general. The website feature real-life accounts of issues such as effect on work and education, social life and relationships, consulting health professionals and treatment.

DocMail Policy

Narrowcliff Surgery uses a data processing company called DocMail to handle some mailings to patients. Typically this is for bulk mailings such as the invitations to attend the flu clinics where it is difficult to accommodate the administrative work involved without affecting our ability to serve patients. This is permissible under guidance from both the Information Commissioner’s Office (ICO) and the Department of Health (DoH) subject to the provisions of the Data Protection Act

Please find below some more information about DocMail and how we work with them to ensure that we protect our patients’ personal data at all times.

1.1 What is DocMail

DocMail is provided by CFH Total Document Management Ltd a secure print and mailing company who provide print and mailing services for Local Government, GPs, Dentists, Medical practices, Schools, Exam Boards and Banks etc. throughout the UK.

The system can be found online at http://www.docmail.co.uk/ and requires a secure username and password for us to log on and upload our letters and address lists to create the printed output for despatch to Royal Mail. The system allows us to upload a letter template and mailing data for the patients we want to write to via a secure web portal.

1.2 The Data Protection Act (1998) (DPA)

Narrowcliff Surgery and DocMail are both fully compliant with the Data Protection Act.

The Information Commissioners Office issued guidance in February 2012 for organisations that outsource some of its data processing to a third party. The Data Protection Act allows outsourcing to take place but stipulates certain conditions that must be met for it to be compliant.

An organisation that processes personal data is required to handle personal data in accordance with the data protection principles. A data controller may choose to use another organisation to process personal data on its behalf – a data processor.

The data controller remains responsible for ensuring its processing complies with the DPA, whether it processes in-house or engages a data processor.

Where a data processor is used the data controller must ensure that suitable security arrangements are in place in order to comply with the seventh data protection principle.

Further extracts from the guidance are reproduced below and the entire document is available on the ICO website.

Narrowcliff Surgery has strictly adhered to this guidance in setting up the partnership with DocMail.

  • Narrowcliff Surgery remains the data controller and as such has the responsibility for ensuring compliance with the provisions of the Act. We are not able to pass on those responsibilities to DocMail whose role is that of a data processor.
  • There is a written contract between Narrowcliff Surgery and CFH – Total Document Management Ltd in addition to the standard terms of business that are published on the DocMail website.
  • That contract stipulates that DocMail can only act in accordance with instructions from Narrowcliff Surgery i.e. they can only print and mail letters in accordance with data provided by us. They are not able to do anything else with that data.
  • The contract also creates a legal requirement for DocMail to act in accordance with the seventh principle of the Data Protection Act.
  • The Partners of Narrowcliff Surgery have satisfied themselves that DocMail have provided sufficient guarantees in respect of the technical and organisational security measures governing the processing to be carried out.
  • The partners have taken and will continue to take, reasonable steps to ensure that DocMail are compliant with these security measures.
  • No data will pass outside of the European Union

1.3 Connecting For Health

DocMail has achieved a 100% rating in the Department of Health's Information Governance Toolkit Assessment for 2011-2012 and we meet the terms and conditions of the DH Information Governance Assurance Statement. This assessment is publicly available and can be viewed here

1.4 Other Approvals

DocMail is also approved by the following:

  • Government Procurement Service for Hybrid Mail - which allows all government organisations to use DocMail.
  • 67 Primary Care Trusts for Medical Studies have approved the use of DocMail. 500,000 medical studies packs were sent in 2011 across 200 surgeries
  • Caldicott Guardian across a number of areas have approved the use of DocMail when asked
  • Ethics Committees have approved the use of DocMail by surgeries for use in medical studies

1.5 Accreditations & Security Policies

In addition to the credentials listed above, we have been supplied with DocMail’s Corporate Policies and certifications as detailed below:

  • ISO 27001:2005 Information Security Management System Certificate
  • CFH Site Security Policy
  • CFH Information Technology Security Policy
  • Information Security Policy

We have permission from DocMail to allow any patient of Narrowcliff Surgery to view them on request. Please ask at reception if you wish to do this.

1.6 Process

The data file provided to DocMail will only contain enough data to enable them to fulfil the contract. This means that it will include name and address details. We will, of course, exercise the same discretion in writing the letters as we would if we were printing and posting them at the surgery.

The letters will be delivered to your address by Royal Mail in the normal way. The letters will carry the DocMail logo and  does not identify the letter as having come from a doctor’s surgery.

DocMail delete the personal data 28 days after the mailing.

If you have any questions or require further information about this please ask to speak to the Practice Manager.

 
Call 111 when you need medical help fast but it’s not a 999 emergencyNHS ChoicesThis site is brought to you by My Surgery Website