AIBU? Admin at Drs

[nov1ce]

I know quite a few admin people that work at my Drs surgery, the thing is I'm very private and don't want them to know my or my family's medical details. Because of tele-med I see them less, and avoid them in the phone and don't share details why I'm there if I do speak with them. But I do wi see if they have access and can just look up my medical records or if data protection laws mean they aren't able to access them, as really I don't see why they should.
AIBU to think these can be accessed be staff working at the practice?

They can only access your notes and when their job role requires it. You can ask who has and when.

I would feel very uncomfortable with this too. Can you change GP practice?

My GP reception can't access my notes on their computers. They only have very limited access and I usually have to ask for a call back.

I've seriously thought of changing GPS, but the GPS themselves are really good. I'm reassured that access is limited to when there's a reason. I do t see any reason in their roles.

Do you know if this is audited or spot checked to make sure people don't abuse it? I could ask for the list, but it would likely start a war I'd rather avoid! Especially if they haven't looked.

In my job, working for the nhs, we aren't allowed to work with people we know and we are not allowed to access their medical records. Everyone has to sign a form to confirm they know they aren't allowed to access medical records of people they know and if they do, it is an immediate termination of contract. The system we use, which is used in every NHS hospital in Scotland, is monitored.

As a nurse I can say most of us are too busy and not interested in others medical history. The staff I know wouldn't even look.
But if it is too much for you, then try to change GP offices.

There’s 2 systems that are predominantly used in gp system1 and emis. All staff are registered under their job titles, gp, nurse, admin etc and have different levels of access to notes. Clinical staff can see all entries. Admin can usually only see contact details, and an overview of medical condition, medications, results basically the patient summary and any letters that they scan on. Everyone is bound by Gdpr and should only access records if necessary there is a record of all access to your notes. You can ask the practice to restrict the access from certain people if you are concerned.

I would feel uncomfortable with this too. Even though they'd never be allowed to go through your records,it would get flagged up straight away,you do sometimes need to give your health issue over the phone if you need a face to face appointment.

Non clinical person here (although am a retired nurse/midwife).

I can access patient records but only the records of people I am working with at the time. I am a social prescriber and work with all ages and all health issues. I never access any records I don’t need to but will read records when working with someone new to get an idea of what’s happening medically for them as this informs the type of support they may need/want.

The admin/non-clinical staff usually have no access to anything more than contact details although if they are scanning letters into records they will see these. I would say they are usually too busy to read them but if something flags up they may pick it up for the right person. A patient I work with was recently diagnosed with cancer and the admin thought I needed to know. This was helpful as it was brought to my attention far quicker than it might normally have been done. As a result I was able to visit that patient and get them some support very quickly.

You can change surgeries but will likely find similar processes everywhere. You could ask that only your contact details are available for staff unless they are clinical or need to know.

Ex's OW started work at my Drs as admin. I moved to a different GP immediately. No way am I risking that!

You probably overestimate other people's level of interest in your medical details.

I worked in admin at a GP surgery for a number of years. We were able to access full records and often had to do so in order to add notes for callbacks etc. So if someone phoned we’d mark down the reason for their call etc. Contracts state that as per GDPR we weren’t allowed to discuss anyone’s personal information outside of who was necessary eg their doctor. I worked in my own local area and would never have dreamed of accessing someone’s records just to be nosey.

The reception staff likely can’t, but the general admin team usually have full access. It’s the admin team who issue prescriptions (other than acute drugs) for the doctors to sign.

Speak to the practice manager who should confirm they either can’t access records, or can only if necessary. They should be able to provide an audit trail on who has accessed your records

Is there a reason you're worried about this? Why do you think they would want to or have the time to look at your records?

The likely wont have access to all your records, only the basic stuff but it depends on what is necessary for their job. But everyone in a gp is well trained on GDPR and they wont be just looking up peoples records to be nosey. But yes you can request to see who has had access and why.

When i worked at a gps they could do restricted access on a persons medical records.This was 10 years ago so im sure it would still apply.Speak to practice manager tell them your situation and they should be able to help.

They will have access that is required to do their job. They are professionals so are not allowed to access unless working on that file. Unless to go to a doctors nowhere near your home this can often mean you know someone at the drs - what do you suggest happens? Admin staff do important roles

The reason I'm worried is I'm having very personal treatment and would prefer people not to know. It's not something I choose to share with anyone. I've heard these people talk about other patients previously, not necessarily from info on files, but what they have seen and heard and I don't want to be the subject of gossip. When I do call I tell the receptionist I'd rather not say, or a diluted version of the truth.

I hope they don't care and are too busy, and out of sight out of mind, but would like to think it's more strict than depending on goodwill. I'm going to ask the practice manager and, if not satisfied will then look to move practice.

This.

I used to work in a GP surgery years ago. I wasn’t interested in the slightest in looking at anyone’s notes just for nosiness.

Hi op you will get many people on this thread saying the same thing 'that they can only access records of people they are directly required to'. Not true!

As a former GP receptionists/ admin we need full access to all records because we are always nipping in and out of records to check stuff and update as the Gp requires. This could be if results come in on the computer and we notify Gp or scan letters onto the system that come in via post such as consultant letters for example. We don't need to type in detailed information to get a patients file I can literally type a name and that's it. We need to be able to access easily for speed so we can do our job efficiently and not be blocked in doing this.

The system will not know that you know those people so if they do access your notes it's not going to flag up, the system cannot read minds and isn't checked as much as you would think.

However I had no interest in anyone's medical history if I knew them, don't we all have our own medical issues that we would like to keep private and as a person I respect this. I don't think they would even care op it's their job to be confidential.

If you are bothered then you will need to move Gp because you can't stop them coming across say a letter in the post of a prescription for your medication which they would have no choice but to just sort because they've already seen it.