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Privacy Information for Children

 

Privacy information leaflet for children

The Shrubbery and Riverview Park Surgeries

01474 356661 or 01474 362060

www.theshrubberysurgery.co.uk

 

What is a privacy notice?

A privacy notice helps your doctor’s surgery tell you how it uses information it has about you, like your name, address, date of birth and all of the notes the doctor or nurse makes about you in your healthcare record.

Why do we need one?

Your doctor’s surgery needs a privacy notice to make sure it meets the legal requirements which are written in a new document called the General Data Protection Regulation (or GDPR for short).

 

What is the GDPR?

What a great question! The GDPR is a new document that helps your doctor’s surgery keep the information about you secure. It’s new and will be introduced on the 25th May 2018, making sure that your doctor, nurse and any other staff at the practice follow the rules and keep your information safe.

How do you know about our privacy notice?

At your surgery, we have posters in our waiting room and leaflets to give to children and adults and we also have lots of information about privacy on our website, telling you how we use the information we have about you.

What information do we collect about you?

Don’t worry; we only collect the information we need to help us keep you healthy – such as your name, address, information about your parents or guardians, records of appointments, visits, telephone calls, your health record, treatment and medicines, test results, X-rays and any other information to enable us to care for you.

 

How do we use your information?

Another great question! Your information is taken to help us provide your care. But we might need to share this information with other medical teams, such as hospitals, if you need to been seen by a special doctor or sent for an X-ray. Your doctor’s surgery may be asked to help with exciting medical research; but don’t worry, we will always ask you, or your parents or adults with parental responsibility, if it’s okay to share your information.

How do we keep your information private?

Well, your doctor’s surgery knows that it is very important to protect the information we have about you. We make sure we follow the rules that are written in the GDPR and other important rule books.

What if I’ve got a long-term medical problem?

If you have a long-term medical problem then we know it is important to make sure your information is shared with other healthcare workers to help them help you, making sure you get the care you need when you need it!

Don’t want to share?

All of our patients, no matter what their age, can say that they don’t want to share their information.  If you’re under 16 this is something which your parents or adults with parental responsibility will have to decide. They can get more information from a member of staff at the surgery, who can also explain what this means to you.

How do I access my records?

Remember we told you about the GDPR? Well, if you want to see what is written about you, you have a right to access the information we hold about you, but you will need to complete a Subject Access Request (SAR). Your parents or adults with parental responsibility will do this on your behalf if you’re under 16. But if you are over 12, you may be classed as being competent and you may be able to do this yourself.

What do I do if I have a question?

If you have any questions, ask a member of the surgery team or your parents or adults with parental responsibility. You can:

  1. Contact the practice’s data controller via email at shrubbery@nhs.net or riverview.park@nhs.net . GP practices are data controllers for the data they hold about their patients[1]
  2. Write to the data controller at The Shrubbery Surgery, 65a Perry Street, Northfleet, Kent DA11 8RD or The Riverview Park Surgery, 1 Whinfell Way, Gravesend Kent DA12 4RX
  3. Ask to speak to the practice manager

 

The Data Protection Officer (DPO) for The Shrubbery and Riverview Park Surgeries. Dr Yussuf

What to do if you’re not happy about how we manage your information

We really want to make sure you’re happy, but we understand that sometimes things can go wrong. If you or your parents or adults with parental responsibility are unhappy with any part of o  ur data-processing methods, you can complain. For more information, visit ico.org.uk and select ‘Raising a concern’.

We always make sure the information we give you is up to date. Any updates will be published on our website, in our newsletter and leaflets, and on our posters. This policy will be reviewed on 1 May 2019

[1] BMA GPs as data controllers under the GDPR

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The Shrubbery and Riverview Park Privacy Notice

Protecting your Confidentiality

 Privacy Notice

 

Your information, what you need to know
This privacy notice explains why we collect information about you, how that information may be used and how we keep it safe and confidential.

 

Why we collect information about you.
Health care professionals who provide you with care are required by law to maintain records about your health and any treatment or care you have received within any NHS organisation.
These records help to provide you with the best possible healthcare.
We collect and hold data for the sole purpose of providing healthcare services to our patients.
In carrying out this role we may collect information about you which helps us respond to your queries or secure specialist services. We may keep your information in written form and/or in digital form. The records may include basic details about you, such as your name and address.
They may also contain more sensitive information about your health and also information such as outcomes of needs assessments.

 

Details we collect about you
The health care professionals who provide you with care maintain records about your health and any treatment or care you have received previously (eg. NHS Trust, GP Surgery, Walk-in clinic, etc.). These records help to provide you with the best possible healthcare.

Records which this GP Practice may hold about you may include the following:

  • Details about you, such as your address and next of kin
  • Any contact the surgery has had with you, such as appointments, clinic visits,
    emergency appointments, etc.
  • Notes and reports about your health
  • Details about your treatment and care
  • Results of investigations, such as laboratory tests, x-rays, etc.
  • Relevant information from other health professionals, relatives or those who care for you

 

 

 

How we keep your information confidential and safe

Everyone working for the NHS is subject to the Common Law Duty of Confidence. Information provided in confidence will only be used for the purposes advised with consent given by the patient, unless there are other circumstances covered by the law. The NHS Digital Code of Practice on Confidential Information applies to all our staff and they are required to protect your information, inform you of how your information will be used, and allow you to decide if and how your information can be shared. All our staff are expected to make sure information is kept confidential and receive annual training on how to do this.

 

NHS health records may be electronic, on paper or a mixture of both, and we use a combination of working practices and technology to ensure that your information is kept confidential and secure. Your records are backed up securely in line with NHS standard procedures. We ensure that the information we hold is kept in secure locations, is protected by appropriate security and access is restricted to authorised personnel.
We also make sure external data processors that support us are legally and contractually bound to operate and prove security arrangements are in place where data that could or does identify a person are processed.

We are committed to protecting your privacy and will only use information collected lawfully in accordance with:

  • Data Protection Act 1998
  • General Data Protection Regulation 2018
  • Human Rights Act
  • Common Law Duty of Confidentiality
  • NHS Codes of Confidentiality and Information Security
  • Health and Social Care Act 2015

 

We maintain our duty of confidentiality to you at all times. We will only ever use or pass on information about you if others involved in your care have a genuine need for it. We will not disclose your information to any third party without your permission unless there are exceptional circumstances (i.e. life or death situations), or where the law requires information to be passed on.

 

How we use your information

Under the powers of the Health and Social Care Act 2015, NHS Digital can request personal confidential data from GP Practices without seeking patient consent. Improvements in information technology are also making it possible for us to share data with other healthcare providers with the objective of providing you with better care.

 

You may choose to withdraw your consent to personal data being used in this way. When we are about to participate in a new data-sharing project we will make patients aware by displaying prominent notices in the Practice and on our website at least four weeks before the scheme is due to start. Instructions will be provided to explain what you have to do to ‘opt-out’ of each new scheme.

 

You can object to your personal information being shared with other health care providers but if this limits the treatment that you can receive then the doctor will explain this to you at the time.

 

To ensure you receive the best possible care, your records are used to facilitate the care you receive. Information held about you may be used to help protect the health of the public and to help us manage the NHS.

 

Clinical Audit

Information may be used for clinical audit to monitor the quality of the service provided. Some of this information may be held centrally and used for statistical purposes. Where we do this we take strict measures to ensure that individual patients cannot be identified e.g. the National Diabetes Audit.


Clinical Research
Occasionally your information may be requested to be used for research purposes. The surgery will always gain your consent before releasing any information for this purpose.

National Registries
National Registries (such as the Learning Disabilities Register) have statutory permission under Section 251 of the NHS Act 2006, to collect and hold service user identifiable information without the need to seek informed consent from each individual service user.

 

Cabinet Office
The use of data by the Cabinet Office for data matching is carried out with statutory authority under Part 6 of the Local Audit and Accountability Act 2014. It does not require the consent of the individuals concerned under the Data Protection Act 1998.

Data matching by the Cabinet Office is subject to a Code of Practice.

Information on the Cabinet Office’s legal powers and reasons why it matches particular information. https://www.gov.uk/government/publications/code-of-data-matching-practice-for-nationalfraud-initiative

 

Risk Stratification

Risk Stratification is a process for identifying and managing patients who are most likely to need hospital or other healthcare services. Risk stratification tools used in the NHS help determine a person’s risk of suffering a particular condition and enable us to focus on preventing ill health and not just the treatment of sickness. Information about you is collected from a number of sources including NHS Trusts and from this GP Practice.
Section 251 of the NHS Act 2006 provides a statutory legal basis to process data for risk stratification purposes. Further information is available from the following link:
https://www.england.nhs.uk/ourwork/tsd/ig/risk-stratification/

If you do not wish information about you to be included in the risk stratification programme, please let us know. We can add a code to your records that will stop your information from being used for this purpose.

 

Individual Funding Request

An ‘Individual Funding Request’ is a request made on your behalf, with your consent, by a clinician, for funding of specialised healthcare which falls outside the range of services and treatments that CCG has agreed to commission for the local population. An Individual Funding Request is taken under consideration when a case can be set out by a patient’s clinician that there are exceptional clinical circumstances which make the patient’s case different from other patients with the same condition who are at the same stage of their disease, or when the request is for a treatment that is regarded as new or experimental and where there are no other similar patients who would benefit from this treatment. A detailed response, including the criteria considered in arriving at the decision, will be provided to the patient’s clinician.

 

Invoice Validation
Invoice validation is an important process. It involves using your NHS number to check the CCG that is responsible for paying for your treatment. Section 251 of the NHS Act 2006 provides a statutory legal basis to process data for invoice validation purposes. We can also use your NHS number to check whether your care has been funded through specialist commissioning, which NHS England will pay for. The process makes sure that the organisations providing your care are paid correctly.

 

Supporting Medicines Management

CCGs support local GP practices with prescribing queries which generally don’t require identifiable information. CCG pharmacists work with your practice to provide advice on medicines and prescribing queries, and review prescribing of medicines to ensure that it is safe and cost-effective. Where specialist support is required e.g. to order a drug that comes in solid form, in gas or liquid, the CCG Medicines Management Team will order this on behalf of the practice to support your care.

 

Safeguarding
To ensure that adult and children’s safeguarding matters are managed appropriately, access to identifiable information will be shared in some limited circumstances where it’s legally required for the safety of the individuals concerned.

 

Summary Care Record (SCR)

NHS England uses a national electronic record called the Summary Care Record (SCR) to support patient care. It contains key information from your GP record. Your SCR provides authorised healthcare staff with faster, secure access to essential information about you in an emergency or when you need unplanned care, where such information would otherwise be unavailable.

 

Summary Care Records are there to improve the safety and quality of your care. SCR core information comprises your allergies, adverse reactions and medications. An SCR with additional information can also include reason for medication, vaccinations, significant diagnoses / problems, significant procedures, anticipatory care information and end of life care information. Additional information can only be added to your SCR with your agreement.

Please be aware that if you choose to opt-out of SCR, NHS healthcare staff caring for you outside of this surgery may not be aware of your current medications, allergies you suffer from and any bad reactions to medicines you have had, in order to treat you safely in an emergency.

Your records will stay as they are now with information being shared by letter, email, fax or phone. If you wish to opt-out of having an SCR please return a completed opt-out form to the practice.

 

 

Local sharing via My Care Record

Your patient record is held securely and confidentially on our electronic system. If you require attention from a health professional such as an Emergency Department, Minor Injury Unit or Out Of Hours location, those treating you are better able to give appropriate care if some of the information from your GP patient record is available to them. This information can be locally shared electronically via My Care Record.

 

In all cases, information is only used by authorised health and social care professional based organisations, involved in your direct care. Your permission will be asked before the information is accessed, unless the health and social care user is unable to ask you and there is a clinical reason for access, which will then be logged.

 

Data Retention

We will approach the management of patient records in line with the Records Management NHS Code of Practice for Health and Social Care which sets the required standards of practice in the management of records for those who work within or under contract to NHS organisations in England, based on current legal requirements and professional best practice.

 

Who are our partner organisations?

We may also have to share your information, subject to strict agreements on how it will be used, with the following organisations:

  • NHS Trusts / Specialist Trusts
  • Independent Contractors such as dentists, opticians, pharmacists
  • Private Sector Providers
  • Voluntary Sector Providers
  • Ambulance Trusts
  • Clinical Commissioning Groups
  • Social Care Services
  • Local Authorities
  • Education Services
  • Fire and Rescue Services
  • Police
  • Other ‘Data Processors’.

 

We will never share your information outside of health partner organisations without your explicit consent unless there are exceptional circumstances such as when the health or safety of others is at risk, where the law requires it or to carry out a statutory function.
Within the health partner organisations (NHS and Specialist Trusts) and in relation to the above mentioned themes – Risk Stratification, Invoice Validation, Supporting Medicines Management, Summary Care Record – we will assume you are happy to for your information to be shared unless you choose to opt-out (see below).

 

This means you will need to express an explicit wish not to have your information shared with the other NHS organisations; otherwise they will be automatically shared. We are required by law to report certain information to the appropriate authorities. This is only provided after formal permission has been given by a qualified health professional. There are occasions when we must pass on information, such as notification of new births, where we encounter infectious diseases which may endanger the safety of others, such as meningitis or measles (but not HIV/AIDS), and where a formal court order has been issued. Our guiding principle is that we are holding your records in strictest confidence.

 

Your right to withdraw consent for us to share your personal information (Opt-Out)
If you are happy for your data to be extracted and used for the purposes described in this fair processing notice then you do not need to do anything. If you do not want your information to be used for any purpose beyond providing your care you can choose to opt-out. If you wish to do so, please let us know so we can code your record appropriately. We will respect your decision if you do not wish your information to be used for any purpose other than your care but in some circumstances we may still be legally required to disclose your data.

 

There are two main types of opt-out.

Type 1 Opt-Out

If you do not want information that identifies you to be shared outside the practice, for purposes beyond your direct care, you can register a ‘Type 1 Opt-Out’. This prevents your personal confidential information from being used other than in particular circumstances required by law, such as a public health emergency like an outbreak of a pandemic disease.

Type 2 Opt-Out

NHS Digital collects information from a range of places where people receive care, such as hospitals and community services. If you do not want your personal confidential information to be shared outside of NHS Digital, for purposes other than for your direct care, you can register a ‘Type 2 Opt-Out’. For further information about Type 2 Opt-Outs, please contact NHS Digital contact centre at enquiries@hscic.gov.uk referencing ‘Type 2 Opt-Outs – Data Requests’ in the subject line; or call NHS Digital on (0300) 303 5678; or visit the website http://content.digital.nhs.uk/article/7092/Information-on-type-2-opt-outs .

 

If you wish to discuss or change your opt-out preferences at any time please contact the Surgery Manager at the surgery you are registered with.

 

Access to your information
Under the new General Data Protection Regulation (GDPR) 2018 everybody has the right to see, or have a copy, of data we hold that can identify you, with some exceptions. You do not need to give a reason to see your data.

 

If you want to access your data you must make the request in writing. Under special circumstances, some information may be withheld. If you wish to have a copy of the information we hold about you, please contact the Practice Manager.


Change of Details
It is important that you tell the person treating you if any of your details such as your name or address have changed or if any of your details are incorrect in order for this to be amended. Please inform us of any changes so our records for you are accurate and up to date.

Mobile Numbers & Email Addresses
If you provide us with your mobile phone number, we may use this to send you reminders about your appointments or other health screening information. Please let us know if you do not wish to receive reminders on your mobile.

 

If you provide us with your email address, we may use this to send you reminders to make an appointment for a review. Please let us know if you do not wish to receive correspondence by email.

 

Notification
Great Staughton Surgery is registered with the Information Commissioners Office (ICO) to describe the purposes for which they process personal and sensitive information.
We are a registered Data Controller and our registration can be viewed online in the public register at: http://ico.org.uk/what_we_cover/register_of_data_controllers .

Complaints
If you have concerns or are unhappy about any of our services, please contact the Practice Manager  Sheena Thorne.

 

For independent advice about data protection, privacy and data-sharing issues, you can contact: The Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF – Phone: 0303 123 1113 Website: www.ico.gov.uk .

 

Further Information
Further information about the way in which the NHS uses personal information and your rights in that respect can be found here: https://www.england.nhs.uk/contact-us/privacy/privacy-notice/your-information/

 

The NHS Care Record Guarantee
The NHS Care Record Guarantee for England sets out the rules that govern how patient information is used in the NHS, what control the patient can have over this, the rights individuals have to request copies of their data and how data is protected under the Data Protection Act 1998. http://systems.digital.nhs.uk/infogov/links/nhscrg.pdf

 

The NHS Constitution

The NHS Constitution establishes the principles and values of the NHS in England. It sets out the rights patients, the public and staff are entitled to. These rights cover how patients access health services, the quality of care you’ll receive, the treatments and programmes available to you, confidentiality, information and your right to complain if things go wrong.
https://www.gov.uk/government/publications/the-nhs-constitution-for-england

 

NHS Digital
NHS Digital collects health information from the records health and social care providers keep about the care and treatment they give, to promote health or support improvements in the delivery of care services in England.
http://content.digital.nhs.uk/article/4963/What-we-collect

 

Reviews of and Changes to our Fair Processing Notice
We will keep our Fair Processing Notice under regular review. This notice was last reviewed following GDPR implementation in May 2018.

 

Sheena Thorne, Practice Manager

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STATEMENT OF PURPOSE – SHRUBBERY AND RIVERVIEW SURGERIES

We are a well established General Practice working from two sites in Gravesend. Our practice population is drawn from the patients living within our practice boundary.  We work in partnership with our patients and our PPG to provide medical care for our patients.

We carry out General  Medical Services from Riverview Park Surgery, 1 Whinfell Way, Gravesend. DA12 4RX and The Shrubbery Surgery, 65a Perry Street. Gravesend. DA11 8RD

Mission statement

To Improve lives of our patients by providing outstanding medical Care in order that they Live well.

Vision

Our vision is to work in partnership with our patients and staff to provide the best Primary Care services possible working within local and national governance, guidance and regulations.

Our aims and Objectives

To provide high quality, safe, professional primary health care services to our patients with our main focus on disease prevention, promoting health and wellbeing as well as offering advice and guidance  to our patients

To treat our patients as individuals and with the same respect

To provide a safe, clean and accessible environment for our patients, staff and visitors.

To provide an ethos of openness and integrity while maintaining strict patient confidentiality

To be a learning organisation that continually improves what we offer patients by keeping abreast with new developments as well as encourage collaborative team-working through mutual support and learning from each other to improve patient care

To ensure all staff have the competency and motivation to deliver the required standards of care ensuring that all members of the team have the right skills and training to carry out their duties competently

To maintain a culture of reflection by understanding when we have got something wrong and reflect constructively on feedback to identify learning opportunities so that we continually improve our services through responsible monitoring and auditing.

To work in partnership with other agencies and professionals where appropriate in the care of our patients

To encourage our patients to communicate with us by joining our Patient Forum, talking to us, participating in surveys, and feeding back and on the services that we offer

To take care of our staff offering them support to do their jobs and to protect them against abuse

To operate on a financially sound basis.

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2018 Flu Clinic

2018 FLU VACCINE PATIENT URGENT INFORMATION FOR OVER 65’S

YOUR SURGERY NEEDS YOUR SUPPORT.

This Flu season NHS England  have advised that all over 65 patients should only be given adjuvanted trivalent vaccine (Fluad®) . Due to this there is only one supplier for the whole of the country and we have been given a schedule of dates when our vaccines will arrive September/October and November.  We will be vaccinating our At Risk  (Diabetics, Heart Disease, COPD,  etc) over 65 patients in September, our  next cohort  group in October over 75’s and Housebound Patients and all other over 65’s in November.

We will be sending out letters to patients, when you receive this letter either try to attend weekend clinic (date will be on letter) or make an appointment to see our Practice Nurses.  BUT please make sure you bring your letter.

Other years we have held very successful early season Flu clinics but due to the staggered dates of our deliveries this year we will only be able to offer this to our At Risk Patients. All others will be offered clinics later.

We hope that all our Patients will support us at this time of year and have your Flu Vaccination in our surgery.  The survival of the surgery depends on YOU attending your surgery for your Flu Vaccine.

ADVICE FROM NHS ENGLAND REGARDING FLU SEASON:-

Is having aTIV in November too late to offer protection?

Flu usually starts from December onwards, it can be earlier, but if you are vaccinated in

November you should benefit from its protective effect. It is better to wait for the vaccine

that is most effective for your age group.

The adjuvanted flu vaccine is the recommended flu vaccine for all people aged 65 years

and over. This is because the aTIV is likely to give better protection against flu. It would

therefore be best to wait until we have more supplies of aTIV which we know will offer

you the best protection.

 

We are medically qualified to deal with any complications from vaccinations.

Dr Sewell and Partners.

We are offering our Flu vaccine to anyone over the age of 65, in a special risk group such as asthma, diabetes, pregnancy etc or the nasal flu spray for children aged between 2 and under 5. However if you are eligible, you should receive a invitation letter in the next few weeks.

It is recommended you should have this immunisation once a year.

IF YOU MEET THE ABOVE CRITERIA, BUT HAVE CHOSEN NOT TO HAVE THE FLU VACCINATION WE NEED TO KNOW.

Please can you sign and return this disclaimer to us. Thank you.

 

 

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Prescription Ordering Direct

THE WAY YOU ORDER YOUR REPEAT PRESCRIPTIONS HAS CHANGED

Order your repeat prescription over the phone with Prescription Ordering Direct.

(POD) – A new, convenient repeat prescription orderig service.

CALL 0300 131 1100

Between 9am and 5pm

Monday to Friday

 

Frequently Asked Questions

 

When was this service introduced?

This is a new pilot service that was introduced to the Dartford, Gravesham and Swanley area in January 2017.

What has changed?

Instead of contacting your pharmacy to order your repeat prescription, you will simply need to phone the Prescription Ordering Direct (POD) service. POD is a dedicated repeat prescription ordering service provided by your local NHS. After your repeat request has been authorised by your GP, your prescription will be sent electronically to the pharmacy of your choice where your medicines will be dispensed as usual.

How does the service work?

When you call the POD telephone line you will speak to a trained Practice Medicines Co-ordinator dedicated to taking repeat prescription requests and answering repeat prescription queries.

The Practice Medicines Co-ordinator will take your repeat prescription request over the phone. They will be able to help you to order only the items that you need and deal with queries about your repeat medicines. Your repeat prescription order will then be processed, signed by your GP and sent electronically to the pharmacy of your choice for dispensing.

If you require another person to ring the service on your behalf, it is important that you give consent to the POD service or your GP practice to allow this to happen.

Why is this new service being offered?

The POD has been introduced to help reduce the amount of medicines wasted across the local NHS by using the medicines repeat ordering process as an opportunity to optimise medicines use. In Dartford, Gravesham, Swanley and Swale it is estimated that up to £3 million worth of medicines are wasted each year.

A lot of waste is due to items being ordered on repeat prescriptions each month even when these items are not required. By managing repeat prescription orders more efficiently, we can reduce waste and save valuable NHS funds.

The service will also reduce time and workload pressures for your GP practice, allowing practice staff to focus on providing better care to patients.

What happens if I already use a repeat prescription service from my pharmacy?

Starting from January 2017, requests for repeat medication will be processed by the NHS POD and your practice will no longer accept requests from your pharmacy. You will be able to phone the POD service to order your medicines instead of phoning or visiting your pharmacy to make an order. The POD will arrange for your prescription to be sent electronically to your usual pharmacy and dispensed as normal.

Please note you can still also order medication at The Shrubbery or Riverview Park surgery by post or filling out a request slip at the front desk.

 

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GP Online Services

We are introducing a new service to our patients called GP Online Services.

GP online services allow you to access a range of services via your computer or mobile. Once you have signed up, you will be able to:

  • book or cancel appointments online with a GP or nurse
  • renew or order repeat prescriptions online
  • view parts of your GP health record, including information about medication, allergies, vaccinations, previous illnesses and test results.

GP Online Service – Getting Started Leaflet

For more information on other online services we offer & to download the forms to register for this service please click here.

 

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Publication of GP Earnings

All GP practices are required to declare the mean earnings (e.g. average pay) for GP’s working to deliver NHS services to patients at each practice

The average pay for GP’s working in The Shrubbery and Riverview Park Surgery in the last financial year was £69,973 before tax and national insurance. This is for 5 full time GP’s and 2 part time GP’s and 2 Locum GP who worked in the practice for more than 6 months