We seek your consent to obtain and process personal data for the purpose of providing you with dental treatment safely and to the highest standards. This Statement is your guide to the principles of privacy and confidentiality which govern the collection, use, storage, disclosure and destruction of your personal data in this practice
Obtaining personal information
It is important to obtain, use and store information about you, your general and your dental health in order to provide dental care efficiently and reduce the risk of injury or other damage to your health. This personal data includes:
- Personal details such as your name, age, address, telephone numbers, email address
- Your doctor and relevant Medical Consultant(s)
- Your medical and dental history
- X-rays, clinical photographs and study models
- Information about proposed treatment, options, consent to treatment, treatment provided and its cost
- Notes of conversations or incidents that might occur for which a record needs to be kept
- Any correspondence with other healthcare professionals relating to you including agreed referrals to other healthcare professionals
- Your personal information is stored on computer.
Personal data is kept for specified, explicit and lawful purposes
Your personal data is obtained, kept and used primarily for the purpose of providing you with healthcare efficiently and safely at all times.Staff within the practice will have access to the data on a ‘need-to-know’ basis to ensure you receive the highest standard of care.In the course of your care, members of the dental team may access your records:
- There is no access for unauthorised persons to manual records, fax machines, computers or computer monitors within the practice
- The dental team is trained in the secure use of email and the internet
- The dental team is compliant with the practice’s security measures
- The practice premises is locked and alarmed when unoccupied
- The practice software is legally owned
- The practice software is updated regularly and password protected
- Software security is audited
- All clinical, financial and administrative records are backed up off-site daily
Personal data is only used and disclosed for the purpose of your care :
- All members of the dental team adhere to the practice’s Code on Confidentiality in compliance with the Data Protection Acts, 1988 and 2003, and the Dental Council’s Code of Practice relating to Professional Behaviour and Ethical Conduct, 2012.
- Any disclosure of personal data, without your consent, can only be done for specified, legitimate reasons (8 (a-h), Data Protection Act, 1988; Section 10, Dental Council’s Code of Practice relating to Professional Behaviour and Ethical Conduct, 2012)
- Access to your personal data is on a ‘need-to-know’ basis. This prohibits the release of your information to a spouse, partner or family member without your explicit consent. A guardian or carer may have the right to access information in the case of vulnerable adults or those with diminished mental capacity. A parent or guardian will have access to your personal information if you are less than 16 years of age.
- A copy of your dental records will be transferred to another practice or healthcare professional upon your written request.
- Your consent will be sought before the release of any data to other healthcare professionals and then only the relevant part of your records will be released. All healthcare professionals are required to treat your personal data to the same standard of privacy as outlined in this statement
Your consent will be sought in the case of:
- A report to dental insurance company.
- A medico-legal report.
- Any documentation relating to a “third party” Dental Scheme (e.g. Medical Card or PRSI scheme).
There are certain activities where patient information may be used but where the information is anonymised, eliminating patient identification :
- Continuing Professional Development. Case studies are a very useful learning tool.
- Quality Assurance/Internal audit. Audit is a necessary tool in assessing and assuring the quality of your care.
- If your dentist should cease practice or should die while still a practicing dentist, the dental team will be guided by the Dental Council’s Code of Practice relating to Professional Behaviour and Ethical Conduct in informing you, safeguarding your personal data and ensuring continuity of care where possible.