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Information Governance

What is Information Governance?

Information Governance is a framework that brings together legal, ethical and quality standards that apply to the handling of information; it applies to all information and data especially sensitive and personal information.  

Information Governance sits alongside clinical governance (how we look after you) and corporate governance (how we work) and focuses on what we call the CIA of information – looking at confidentiality (C), integrity (I) and availability (A) of information.

It ensures that information is handled in a safe, confidential and secure manner (confidentiality), that information is accurate and up to date (integrity) and is available at the right time, in the right place to the right person (availability). 

The Health Board has an Information Governance Unit to help you with any concerns or complaints that you may have about your information.

The General Data Protection Regulation means that we must appoint a Data Protection Officer, (DPO). Our DPO is Jonathan Meredith and his email address is DPO.ABB@wales.nhs.uk.  The DPO is responsible for overseeing our information governance strategy and implementation to ensure compliance with the confidentiality and data protection law such as the General Data Protection Regulations (GDPR), Data Protection Act 2018. 

As part of the GDPR Aneurin Bevan Health Board must provide a Privacy Notice; this explains why we collect information about you and how your information is used.  It also provides details on your rights including how to access your health record.

 

Contact Us

 

 

Applying for access to health records

The Data Protection Legislation gives individuals the right to access copies of their personal data which is held by an organisation. Health Boards are allowed one calendar month from receiving a request to provide copies of health records (with the exception of deceased patient records which remains at 40 calendar days). 

For further information please see the Information Commissioner’s site who are the regulatory authority for Data Protection.

If you wish to access your health record, a record on behalf of someone else or a person who is deceased, it would be helpful if you could please ensure the correct application form is selected from the list below.  This will help the Access to Health Records Team process your request effectively.

Requests are managed electronically by our dedicated Access to Health Records Team and once complete, applicants will receive a response to their request via email.

We will soon be launching an online portal which will allow individuals and organisations to create an online account to submit any Subject Access Requests (SAR’s) and request updates on their request. Further details will be published on our website.

 

Requesting access to your own health records

If you would like access to your health records, please make your request digitally using our Online Form.

Before completing the application form please:

  • Please ensure you complete the correct form for your request.  In the ‘type of information requested’ section you will need to scroll down to the section named Healthcare.   
  • Be specific – help us identify the exact information you require, for example, please provide any reference numbers that can be used, such as a patient number and also any specific periods of time or treatments which you require access to;
  • Provide proof of your identity – for example, a passport or driver’s license, together with other relevant information which can confirm your address, e.g., a recent utility bill;
  • Provide your contact details – your contact details such as email, postal address and telephone number should you need to be contacted to discuss your request further.

 

Requesting access to the health records of another person (Living Person)

(Not to be used for Requests from Organisations)

If you are helping someone apply for access to their own health records, please make your request digitally using our Online Form.

On completing the application form please:

  • Please ensure you complete the correct form for your request.  In the type of information requested section you will need to scroll down to the section named Healthcare.   
  • Be specific – help us identify the exact information you require, for example, please provide any reference numbers that can be used, such as a patient number and also any specific periods of time or treatments which you require access to;
  • Provide proof of your identity – for example, a passport or driver’s license, together with other relevant information which can confirm your address, e.g., a recent utility bill;
  • Provide proof of relationship – if requesting on behalf of another person please provide written consent from the patient or in absence of this, proof of relationship e.g., Power of Attorney;
  • Provide your contact details – your contact details such as email, postal address and telephone number should you need to be contacted to discuss your request further.

 

Requesting access to the health records of another person (Deceased Individual)

(Not to be used for Requests from Organisations)

If you are applying for access to the health records of individual who is deceased, please make your request digitally using our Online Form.

On completing the application form please:

  • Please ensure you complete the correct form for your request.  In the type of information requested section you will need to scroll down to the section named Healthcare.
  • Be specific – help us identify the exact information you require, for example, please provide any reference numbers that can be used, such as a patient number and also any specific periods of time or treatments which you require access to;
  • Provide proof of your identity – for example, a passport or driver’s license, together with other relevant information which can confirm your address, e.g., a utility bill;
  • Provide proof of relationship – for example, copy of the will confirming you are Executor.
  • Provide your contact details – your contact details such as email, postal address and telephone number should you need to be contacted to discuss your request further.

 

Requesting access to the health records of another person (Organisations)

If you are a third party and have a lawful basis for requesting access to health records of an individual, please make your request digitally using the relevant online form below. 

Requesting access to the health records Online Form.

Please make sure that you upload a copy of the consent form, you can find this at the very top of the form.

 

Contact Details

You can contact our Access to Health Records Team on the following details.  Our office is open between 9am and 5pm, Monday to Friday.

Access to Health Records
Online House
Cleppa Park
Newport
NP10 8BA

Telephone: 01633 740165   

If you do not wish to submit your request for access to the health records via the online form, you can submit your request directly to us by email at; ABB.ATHR@wales.nhs.uk.  Please note that this is for submission of new requests only and if you wish to speak to a member of the team regarding any queries you may have, please contact us on the above telephone number or alternatively by responding to any correspondence we submit to you via the new system, which includes your individual case reference.  This is to ensure your query related to your case, is automatically allocated to your assigned case handler to action.

Please note if you require a copy of your GP Health Records, you will need to contact your GP Surgery directly for processing or alternatively if it is for a copy of a GP health record relating to a deceased individual, please send your application/request to:

Cwmbran House
Mamhilad Park Estate
Pontypool
NP4 0XS 

Telephone: 01495 300730   Email: nwssp-primarycareservices@wales.nhs.uk

 

Useful Information

The General Data Protection Regulation (GDPR) requires that data controllers provide certain information to people whose information (personal data) they hold and use.

A privacy Notice is a way of informing people of the following:

  • Why we are able to process your information
  • What purpose we are processing it for
  • Whether you have to provide it to us
  • How long we store it for

 

Please find below Aneurin Bevan Health Board Privacy Notice. 

Here you will find different formats. 

If you have a complaint or concern regarding how your Health Record is being held or you have a concern that your digitalised record has been inappropriately accessed, please contact the Information Governance Unit on the following telephone number or email address:

 

Any Clinical complaints, please contact the Putting Things Right Team on:

What is Information Governance?

Information Governance helps manage and control information within the NHS, in particular the personal and sensitive information relating to patients and employees.
 

If someone has accessed my records inappropriately what do I do?

For further information relating to inappropriate access, please contact the Information Governance Unit on Tel: 01495 765019/01495 765326 Email: infogov.abb@wales.nhs.uk
 

Have you recently changed your address or any other details?

If you have moved house or any other details have changed, please contact your local Health Board to ensure your details are up to date – Please note GP systems are not linked to ABUHB systems.
 

How does ABUHB handle my information?

For more information on how ABUHB handles information please refer to our Privacy Notice page.
 

How do I get a copy of my Health Record?

To obtain a copy of your Health Record, please contact the Access to Health Records Department on Tel: 01633 740165 Email: Access_to_Health_records_dept.abb@wales.nhs.uk
 

What do I do if I receive Information that does not belong to me?

Please contact the Information Governance unit on Tel: 01495 765019/ 01495 765326