GDPR Data processing modelCurrent computerized management of a medical or paramedical practice

Organisation: PrivateOrganisation: PublicSector: Health

This processing model relates to the current computerized management of a medical or paramedical practice

Purposes (7)

A purpose is the objective pursued by the setting up of your file. It indicates what the processing of personal data will be used for, its purpose. This purpose must be clear and understandable

Appointment management

Legitimate interest

Medical records management and prescription editing

Legal obligation

Article 6(1)(c) UK GDPR: providers registered with the Care Quality Commission must maintain securely an accurate, complete and contemporaneous record in respect of each service user (Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, reg. 17(2)(c)). Health data: Article 9(2)(h) UK GDPR and Data Protection Act 2018, Schedule 1, paragraph 2. Records are retained in line with the NHS Records Management Code of Practice.

Management and maintenance of individual care records

Legal obligation

Preparation and electronic submission of claims for NHS treatment and to private medical insurers

Legal obligation

Article 6(1)(c) UK GDPR for NHS services: for example, dental contractors must submit claim information electronically to NHS England (form FP17, processed by the NHS Business Services Authority) within two months of completing a course of treatment (NHS (General Dental Services Contracts) Regulations 2005, Schedule 3, paragraph 38). Claims to private medical insurers rely on Article 6(1)(b) UK GDPR (contract with the patient). Health data: Article 9(2)(h) UK GDPR and Data Protection Act 2018, Schedule 1, paragraph 2.

Mailing to colleagues

Legitimate interest

Bookkeeping

Legal obligation

Statistical studies for internal use

Legitimate interest

Data categories (4)

Personal data is any information relating to an identified or identifiable natural person. A natural person can be identified either directly (eg surname and first name) or indirectly (eg phone number, social security number, email or postal address, but also voice or image)

Personal life

Data details

Number of pregnanciesoptionalsensitive data

Number of childrenrequired

Marital status

required

Data conservation rules

Active base:

5 ans

Intermediate archiving:

15 ans

Destruction

Lifestyle & Family

depending on the context, as long as it is collected with the patient's consent and is necessary for the diagnosis and care of the patient

Data details

leisurerequired

diet and eating behaviorrequired

exercise

required

assistance

required

dependence

required

Data conservation rules

Active base:

For as long as the patient is registered with or treated by the practice. When a patient registers with another GP practice, the GP record follows the patient. Only where recorded in the patient record.

NHS Records Management Code of Practice

Intermediate archiving:

Retain in line with the NHS Records Management Code of Practice retention schedule: GP records of deceased patients are kept for 10 years after death; other care settings apply the period set in the Code for the record type. Private practices not bound by the Code should apply the same periods and document them.

Destruction

Patient identity data

Data details

Supplementary scheme membership number and reimbursement raterequired

Social security number and reimbursement rate

required

phone numberrequired

Genderrequired

Date of birth

required

first and last namerequired

Data conservation rules

Intermediate archiving:

15 years under security conditions equivalent to those of other data stored in the application

Destruction

health data

Data details

Data directly related to optical defectsrequiredsensitive data

medical devicesrequiredsensitive data

Products issued

requiredsensitive data

Adaptation measuresrequiredsensitive data

prescriptionsrequiredsensitive data

Prescriptionsrequiredsensitive data

Data conservation rules

Active base:

For the duration of care (until the patient is last seen).

College of Optometrists guidance on patient records; General Ophthalmic Services Contracts Regulations 2008, Schedule 1, paragraph 11

Intermediate archiving:

10 years after the patient was last seen, even if the patient has since died; for children, 10 years after they were last seen or until their 25th birthday, whichever is later (College of Optometrists guidance on patient records). For NHS sight tests under a General Ophthalmic Services contract in England, records must be kept for at least 7 years (General Ophthalmic Services Contracts Regulations 2008, Schedule 1, paragraph 11). Then secure destruction.

Destruction

Data subject (1)

A data subject is any person whose data is collected, retained or processed by the data processing. e.g. In a recruitement process, any candidate for a position proposed in recruitement management process

Other

Created at:07/08/2023

Updated on:10/05/2026

Nb using:12