At various times during your interaction with our practioners at Ultra Sports Clinic, you will be asked to provide personal information. The below tells you what information we request and why we need it, what information is stored, and how we process it.
Online Appointment Booking
This clinic uses Cliniko scheduling software, and is available for booking all of the services we offer appointments for on-line. Should you wish to make use of this facility, we request your email address, date of birth and mobile telephone number to confirm your appointment.
We also send you appointment reminders. Your contact details are stored within Cliniko’s software database, but we do NOT share or pass on your personal details to any 3rd party.
We may also send you a questionnaire after your first appointment to ask you for your feedback. If, subsequently, you would like us to remove your personal contact details from our database, let us know, and we shall do so within 5 working days. Unfortunately, you will not be able to use the on-line booking facility without providing this information. However, you will still be able to make appointments via the practice telephone on 0203 893 5100.
Your Initial Consultation
We require your full name, address and date of birth so that we can identify your medical records correctly (as these are legal documents) and also to identify you correctly in any necessary correspondence with 3rd parties that you authorise. Should your name (eg. marriage) or address change, it is important that you let us know so that we can ensure your records are updated. We request your email address and telephone number(s) in order to contact you regarding your appointments, or with appointment reminders, or relating to your treatment at Ultra Sports Clinic. Should these details change, it is important that you let us know so that we can ensure your records are updated. We do NOT share or pass on these personal details to any 3rd party. You are not obliged to provide your email address or telephone contact details. And if, subsequently, you would like us to remove your email address and telephone number(s) from our database, let us know, and we shall do so within 5 working days.
Please note that, without this information, we would be unable to contact you should we need to inform you of a change to your appointment in the event that your Practioner is unavailable to see you, or we would be unable to send an email appointment reminder. If you choose not to receive an appointment email reminder, and you miss your appointment, you will be charged the full fee, for the missed appointment.
We may also use your personal details to contact you (by post, email or text) with information, such as newsletters, that you may find of interest regarding our services or of a general healthcare matter, or with requests for feedback. We would seek your consent prior to doing so, and you may subsequently withdraw your consent if you wish – simply let us know, and we shall stop doing so within 5 working days.
Your Medical Records
We are legally required to record essential clinical information that we take from you during your initial consultation and each subsequent appointment to enable us to make an accurate diagnosis of your problem(s) and to formulate an appropriate treatment and management plan. These records are held on cliniko, and you may request a copy at any time. We aim to provide you with a copy within 5 working days of your request, and will always comply with the statutory maximum of 30 days. There is no charge for a copy of these records.
Your medical records, and any correspondence such as referral letters and reports based on their contents, are not shared with or passed on to any 3rd party, with the exception of: other healthcare professionals such as your GP or consultant; another osteopath in the event you relocate; if ownership of this practice passes to another medical practioner; your insurance company or legal representatives in the case of a medicolegal investigation. We would not do so without your consent. Should we store copies of any medical correspondence in paper form, they are stored in a locked filing cabinet, accessible only to practioners at Ultra Sports Clinic. Statutory minimum storage times for medical records and associated correspondence are 8 years after the date of the last appointment or 25 years of age if under 18 at the time of the last treatment.
Data Processing
We store your name, address, date of birth, and (when provided) your email address and contact telephone numbers in Cliniko, along with information regarding your presenting complaint including diagnosis, duration and severity of symptoms, and response to treatment. Cliniko is password protected and held on a secure server, accessible only to practioners at Ultra Sports Clinic. The clinical audit information is used to measure the effectiveness of our treatment and for research purposes. The information is NOT shared with or passed on to any 3rd party and the data processing does NOT make use of any identifying data (name, address, email or phone numbers). Therefore, it is NOT possible to identify any patients from audit results or research outcomes that are made public via our website. We would seek your consent prior to including your information in the clinical audit database, and you may subsequently withdraw your consent if you wish – simply let us know, and we shall remove your details within 5 working days. We store information in the clinical database for same duration as your medical records.
For further information regarding the storage and processing of your personal data, or if you feel that there is an error in the data we hold, or if you would like us to remove your contact details from our database, please contact the practice manager, Sandra Ewing on 0203 893 5100 or via hello@ultrasportsclinic.com
Ultra Sports Clinic is registered with the Information Commissioner’s Office, registration number ZA289649 (Ultra Sports Clinic Limited).
If you feel that Ultra Sports Clinic have not managed your personal information correctly, please contact us, and we shall endeavour to address your concern immediately. You also have the right to object to the Information Commissioner’s Office at https://ico.org.uk/concerns/ or by phone on 0303 123 1113.
Sandra Ewing
Practice Manager
Ultra Sports Clinic