Practice Policies
Patient Privacy Notice
Our Commitment to Your Privacy
At Kinvara Family Practice, we are committed to providing high-quality healthcare while protecting the privacy and confidentiality of our patients. We recognise that trust is central to the doctor–patient relationship and we handle personal information with the utmost care and respect.
Our policies and procedures are guided by applicable data protection legislation, professional obligations, and guidance issued by the Medical Council. We believe patients should understand how their personal information is collected, used, stored, and shared, and we regard informed consent as an important part of this process.
This Privacy Notice explains how we collect, use, store and protect your personal information when you attend our practice and receive healthcare services from us.
How We Use Your Information
In order to provide safe and effective medical care, we need to collect and maintain information relating to your identity, health, and medical treatment. This information/data may include:
Personal details about you including your name, date of birth, address, PPSN, contact details etc.
Information relating to your medical history, medications, treatment and care; notes and reports about your health which assist our staff in providing care and treatment to you; results of investigations.
Relevant information from other medical professionals, members of the allied health profession, and your carers and relatives
Financial and health insurance information
Your personal and medical information is stored securely and treated as confidential. We only collect information that is necessary for your healthcare and the administration of the practice.
We take reasonable steps to ensure that the information we hold is accurate and up to date. If we ask for information and the reason is not clear, we will be happy to explain why it is required.
We ask patients to notify us of any changes to their contact details or any significant healthcare developments that may be relevant to their ongoing care, including treatments, investigations, or specialist reviews carried out elsewhere.
All members of the practice team are required to maintain strict confidentiality. Staff who are not already bound by professional confidentiality obligations are required to sign confidentiality agreements outlining their responsibilities and the consequences of any breach.
Access to Medical Records
Access to patient records is carefully controlled and limited to authorised personnel who require information to carry out their duties and support the effective operation of the practice.
Examples of situations where authorised staff may access patient information include:
Preparing repeat prescriptions for review and authorisation by a GP.
Producing social welfare certificates and other administrative documentation for GP review and signature.
Preparing referral letters to hospitals, consultants, and allied health professionals.
Processing correspondence received from hospitals, consultants, laboratories, and other healthcare providers.
Scanning and filing clinical documents, imaging reports, and other medical records into the patient record system.
Downloading and incorporating laboratory results and out-of-hours service reports into patient records.
Printing, copying, or compiling documentation required for referrals, maternity services, insurance purposes, or transfer of care to another GP.
Checking whether test results, consultant reports, or hospital correspondence have been received so that appropriate follow-up can be arranged.
Identifying patients who may be due preventive healthcare services such as vaccinations, cervical screening, contraceptive reviews, antenatal care, or other routine health checks.
Processing administrative aspects of medico-legal reports, insurance reports, and related documentation.
Sharing Information with Other Healthcare Professionals
To provide appropriate treatment and healthcare services, it may be necessary to share relevant information with other healthcare and social care professionals involved in your care.
Any information disclosed will be limited to what is necessary for the purpose of providing treatment or coordinating care. Healthcare professionals receiving such information are subject to the same professional and legal obligations regarding confidentiality and data protection.
Disclosures Required by Law
There are circumstances in which healthcare providers are legally required or permitted to share personal information. Examples include statutory reporting obligations, such as the notification of certain infectious diseases, or where disclosure is otherwise required by law.
Where information must be disclosed under a legal obligation, only the information necessary to fulfil that requirement will be shared.
Information Requests from Employers, Insurers and Legal Representatives
Medical information is treated as confidential and will not be disclosed to third parties without an appropriate legal basis.
When issuing routine medical certificates for employment purposes, the certificate will generally confirm that a patient is medically unfit for work and, where possible, indicate the expected duration of absence. Additional medical details will only be provided where necessary and, where appropriate, discussed with the patient beforehand.
Certain statutory certificates, including social welfare certificates of incapacity for work, may require the medical reason for incapacity to be included.
Requests from insurance companies, solicitors, or other third parties for medical records or reports will only be processed following receipt of the patient’s valid written consent, unless disclosure is otherwise required by law.
Education, Training and Clinical Learning
Continuing education and professional development are essential components of maintaining high standards of patient care. As part of this process, doctors may discuss clinical cases for educational purposes, training, or peer learning. In such circumstances, identifying patient details will not be disclosed.
From time to time, it may also be necessary for healthcare professionals within the practice to share relevant clinical information with one another to support patient care. Any such sharing will be limited to what is necessary to provide safe and effective treatment.
Our practice participates in the education and training of future healthcare professionals, including GP trainees and medical students. As part of these programmes, students may be present during consultations or involved in aspects of patient care under appropriate supervision.
Patients may request that a student not be present during their consultation and this preference will always be respected.
Audit, Research and Service Improvement
Patient information may be used for clinical audit, service evaluation, quality improvement initiatives, and other activities designed to maintain and enhance standards of care.
General practitioners are required to participate in ongoing professional quality assurance activities, including clinical audits. Wherever possible, information used for these purposes is anonymised so that individual patients cannot be identified.
Should there be a proposal to use identifiable patient information for research purposes, or to participate in research conducted outside the practice, patients will be provided with full information and their explicit informed consent will be obtained before any participation takes place.
Training, education, audit, and research activities play an important role in ensuring the continued development and improvement of healthcare services.
How We Protect Your Information
We are committed to ensuring that your information is secure with us and with the third parties who act on our behalf. We have a number of security precautions in place to prevent the loss, misuse or alteration of your information. All staff working for the GP practice have a duty to keep information about you confidential. The GP practice has strict information security policies and procedures in place to ensure that information about you is safe, whether it is held in paper or electronic format.
Retention period
The GP practice will only retain your personal data for as long as is necessary to fulfil the purpose for which the data was collected. This period is usually informed by legislations that create a legal obligation for the GP practice to retain your personal data for regulatory purposes.
Accessing Your Medical Records
Under data protection legislation, you have the right to request access to personal information held about you by the practice.
In many cases, questions regarding your medical record can be addressed directly by your GP, who can explain the contents of your record and answer any queries you may have.
You may also submit a formal request for access to your records. Requests will be handled in accordance with applicable data protection legislation. While access requests are generally provided free of charge, a reasonable administrative fee may apply in exceptional circumstances where requests are manifestly unfounded, repetitive, or excessive.
Transferring Your Care to Another GP Practice
If you choose to move your care to another GP practice, we will assist with the transfer process. Upon receipt of appropriate authorisation and patient consent, a copy of your medical records will be made available to your new healthcare provider.
For legal, regulatory, and professional reasons, the practice may retain a copy of your records for the period required under applicable record-retention requirements.
Data Protection Queries
If you have any questions about this Privacy Notice, how your personal information is processed, or if you wish to exercise any of your rights under data protection legislation, please contact:
Joint Data Controllers: Drs Anna Sheane and Caitriona McCarrick
Kinvara Family Practice
41 Kinvara Park
Navan Road
Dublin 7
D07 P584
Ireland
Telephone: 01 963 6633
We will endeavour to respond to all privacy-related queries promptly and in accordance with applicable data protection legislation.
If you are dissatisfied with how your personal information has been handled, you have the right to lodge a complaint with the Data Protection Commission.
Further Information
If you have any questions regarding how your personal information is collected, used, stored, or shared, please contact a member of our practice team. We will be happy to discuss any concerns and provide further information about our privacy practices.
Last Updated: June 2026
Complaints Policy
Kinvara Family Practice staff and GPs are committed to dealing effectively with any complaints you may have about our service.
If we got something wrong, we will apologise and where possible we will try to put things right. We also aim to learn from our mistakes and use the information we gain to improve our services.
When to use this policy
When you complain to us, we will usually respond in the way we explain below. Sometimes, you might be concerned about matters that are not decided by us, for example, withdrawal of your medical card, and we will advise you about how to make your concerns known.
Informal resolution
If possible, we believe it is best to deal with things as soon as possible and in the easiest and most direct way. If you have a complaint, raise it with the person you are dealing with. He or She will try to resolve it for you there and then. However, they may need time to look into it and will respond to you within five working days.
If there are any lessons to learn from addressing your complaint, the member of staff will draw them to our attention. If the member of staff can’t help, they will explain why and you can then ask for your complaint to be formally investigated.
How to complain formally
You can make a complaint in any of the ways below:
You can ask for a copy of our complaint form
You can get in contact with our Practice Manager on ________if you want to make your complaint over the phone.
You can use the form on our website at _________
You can email us at _________ with subject ‘Service User Complaint’
You can write a letter to us at the following address;
The Practice Manager, Kinvara Family Practice,
41 Kinvara Park, Navan Road, Dublin 7
We also have complaint forms available at the reception desk.
What should you include in your complaint
Remember to state your name, address and telephone number and email if applicable and whether you are acting on behalf of someone else.
Briefly describe what your complaint is about stating relevant dates and times, if applicable
List your specific concerns starting with the most important concern
Be clear about what you are hoping to achieve (for example, an apology, explanation etc.)
State your preferred method of communication
Attach copies of documents relevant to your complaint (if any)
Dealing with your complaint
We will formally acknowledge your complaint with five working days and let you know how we intend to deal with it.
We will ask you to tell us how you would like us to communicate with you and establish whether you have any particular requirements, for example if you have language difficulties.
We will deal with your complaint in an open and honest way.
We will make sure that your interactions with us in the future do not suffer just because you have made a complaint.
If you are making a complaint on behalf of somebody else, we will need their agreement to you acting on their behalf.
Investigation
We will tell you who we have asked to investigate your complaint.
We will set out to you our understanding of your complaint and ask you to confirm that we have got it right.
The person looking at your complaint will usually need to see files we hold relevant to your complaint. If you don’t want this to happen, it is important to tell us.
If there is a simple solution to your problem, we will ask you if you are happy to accept this.
We will aim to resolve concerns as quickly as possible and expect to deal with the vast majority within 30 working days.
If your complaint is more complex we will:
Let you know within this time why we think it may take longer to investigate
Tell you how long we expect it to take
Give you regular updates on any progress made
The person who is investigating your concerns will aim first to establish the facts. The extent of this investigation will depend on how complex and how serious the issues you have raised are. In some instances, we may ask to meet you to discuss your complaint.
When investigating your complaint, we will look at relevant evidence. This could include files, notes of conversations, letters, emails etc If necessary, we will talk to the staff or others involved and look at our policies and any guidance.
Outcome
If we formally investigate your complaint, we will let you know what we have found in keeping with your preferred form of communication. We will explain how and why we came to our conclusions.
If we find that we got it wrong, we will tell you what and why it happened. If we find there is a fault in our systems or the way we do things, we will tell you what it is and how we plan to change things to stop it happening again.
If we got it wrong, we will always apologise.
If we do not succeed in resolving your complaint and you are a medical card holder you can contact the ccomplaints officer of the HSE on 1850 241850 or email to: yoursay@hse.ie
If you are a private service user you can lodge a complaint with the Irish Medical Council, email complaints@mcirl.ie
Learning lessons
We take your complaint seriously and try to learn from any mistakes we have made. The GP Partners and practice management considers a summary of all complaints on a regular basis as well as details of any serious complaints.
Where there is a need for change, we will develop an action plan setting out what we will do, who will do it and when we plan to do it by.
What if you need help
Our staff will aim to help you make your complaint known to us. If you need extra assistance, Advocacy services are available and details of Advocacy Groups can be found here: http://www.healthcomplaints.ie/resources/where-to-get-help-and-advocacy/
What we expect from you
In times of trouble or distress, some people may act out of character. There may have been upsetting or distressing circumstances leading up to a complaint.
We believe that all complainants have the right to be heard, understood and respected. However, we also consider that our staff have the same rights. We, therefore, expect you to be polite and courteous in your dealings with us. We will not tolerate aggressive or abusive behaviour, unreasonable demands or unreasonable persistence.
Kinvara Family Practice Chaperone Policy
Purpose
Kinvara Family Practice is committed to providing a safe, respectful and comfortable environment for patients undergoing examinations and procedures. This policy aims to protect the dignity, privacy and wellbeing of patients while also providing safeguards for healthcare professionals.
Scope
This policy applies to all doctors, nurses, healthcare assistants, administrative staff acting as chaperones, and any other staff involved in patient care within Kinvara Family Practice.
Definition of a Chaperone
A chaperone is a trained member of staff who is present during an examination or procedure to provide reassurance and support to the patient and to act as an impartial observer for both the patient and clinician.
Family members or friends accompanying a patient are not considered formal chaperones, although patients may request their presence in addition to a practice chaperone.
Physical and Intimate Examinations
Clinical assessment may involve physical examination in addition to history taking.
Intimate examinations include examinations of:
Breasts
Genitalia
Rectum
Before undertaking any physical or intimate examination, the clinician will:
Explain why the examination is necessary.
Explain what the examination will involve.
Address any questions or concerns.
Obtain the patient's consent.
Consent for intimate examinations must be documented in the patient's medical record.
Offering a Chaperone
Patients will be offered a chaperone for all intimate examinations.
A chaperone may also be offered for other examinations where the clinician or patient feels it would be beneficial.
The clinician should:
Inform the patient of their right to have a chaperone present.
Record whether a chaperone was offered.
Record whether the patient accepted or declined the offer.
Record the identity of the chaperone if one is present.
Role of the Chaperone
The chaperone should:
Be sensitive to the patient's dignity, privacy and cultural needs.
Provide reassurance and support to the patient.
Observe the examination.
Raise any concerns regarding patient welfare or professional conduct through appropriate practice procedures.
Maintain patient confidentiality at all times.
If a Chaperone Is Not Available
If a patient requests a chaperone and one is not immediately available, the clinician should:
Explain the situation to the patient.
Offer to reschedule the examination if clinically appropriate.
Confirm whether the patient wishes to proceed without a chaperone.
Document the discussion and the patient's decision.
Where delaying the examination could adversely affect the patient's health, the clinician should discuss the risks and benefits with the patient and document the outcome.
Privacy and Dignity
During all examinations clinicians will:
Respect the patient's dignity and privacy.
Provide facilities for patients to undress and dress in private.
Ensure patients are covered as much as possible during examinations.
Only expose the area of the body necessary for examination.
Not assist with removal of clothing unless requested by the patient or after confirming that assistance is wanted.
Children and Vulnerable Adults
A parent, guardian or appropriate responsible adult should normally be present during examinations of children and young people.
Additional consideration should be given to the needs of vulnerable adults. Clinicians should use their professional judgement regarding the need for a chaperone and document their decision-making.
Refusal of a Chaperone
Patients may decline the offer of a chaperone.
Where a patient declines a chaperone, the clinician should document:
That a chaperone was offered.
That the offer was declined.
The patient's agreement to proceed.
In exceptional circumstances, a clinician may decide not to proceed with an intimate examination without a chaperone. The reasons should be explained to the patient and documented.
Documentation
The medical record should include:
Confirmation that the examination was explained.
Confirmation that consent was obtained.
Whether a chaperone was offered.
Whether the patient accepted or declined.
The name and role of the chaperone if present.
Any relevant discussion regarding refusal, delay or alternative arrangements.
Training
All staff acting as chaperones should receive appropriate training regarding:
The role of a chaperone.
Confidentiality.
Professional boundaries.
Safeguarding and patient dignity.
Policy Review
This policy will be reviewed every two years or sooner if required by changes in legislation, Medical Council guidance, or practice procedures.
Version: 1.0
Practice: Kinvara Family Practice
Effective Date: July 2026
Review Date: July 2028
Child Safeguarding Statement
1. Name of Service Being Provided
Kinvara Family Practice
2. Nature of Service and Principles to Safeguard Children from Harm
Kinvara Family Practice provides general practitioner services to our patients, including children. This care includes services provided by our General Practitioners and Practice Nurse. Patients may be required to wait for appointments in our waiting room, which is overseen by our reception team.
We are committed to keeping children safe from harm while using our service. We are committed to actively identifying potential risks to children while using our service and ensuring that appropriate measures are in place to manage these risks.
We are committed to ensuring that all staff receive appropriate child safeguarding training and are familiar with their responsibilities under the Children First Act 2015 and Children First: National Guidance for the Protection and Welfare of Children (2017). All staff are aware of the Relevant Person within the practice who is the first point of contact in relation to child safeguarding concerns.
The doctors working within Kinvara Family Practice are mandated persons under the Children First Act 2015 and will fulfil their statutory obligations in relation to mandated reporting.
We have developed a Child Safeguarding Policy which is available upon request.
3. Risk Assessment
We have carried out an assessment of any potential for harm to a child while availing of our services, including online safety risks. Below is a list of the areas of risk identified and the procedures in place to manage these risks.
Risk identified
Procedure
Exposure to harm from other patients in the waiting room
Reception staff trained to manage aggressive or inappropriate behaviour and seek assistance where necessary.
Exposure to harm from parent/carer in waiting room
Reception staff required to complete Children First Tusla training and escalate concerns appropriately.
Exposure to harm from GP
Relevant Person to ensure Garda Vetting and Children First training requirements are met.
Exposure to harm from nurse
Relevant Person to ensure Garda Vetting and Children First training requirements are met.
Exposure to harm from medical student
Medical students will be supervised appropriately at all times. Children will only be seen by a medical student with the consent and presence of the parent/guardian.
Child left unattended in waiting room
Staff will supervise the situation appropriately and contact the parent/guardian where necessary.
Child protection or welfare concerns disclosed during consultation
Staff trained in Children First procedures and reporting pathways. Concerns managed in accordance with Children First guidance and reported where appropriate.
Inappropriate access to patient records containing children’s information
Access restricted to authorised staff only. GDPR, confidentiality and information governance policies in place.
Lone consultations with adolescents
Consultations conducted in accordance with professional guidance. Chaperones available where appropriate.
4. Procedures
Our Child Safeguarding Statement has been developed in line with the requirements of the Children First Act 2015, Children First: National Guidance for the Protection and Welfare of Children (2017), and Tusla’s Child Safeguarding: A Guide for Policy, Procedure and Practice.
In addition to the procedures listed in our risk assessment, the following procedures support our intention to safeguard children while they are availing of our service:
Procedure for the management of allegations of abuse or misconduct against workers, volunteers, students, contractors or service providers.
Procedure for the safe recruitment and selection of workers and volunteers to work with children.
Procedure for provision of and access to child safeguarding training and information, including the identification of the occurrence of harm.
Procedure for the reporting of child protection or welfare concerns to Tusla.
Procedure for maintaining a list of the persons in the service who are mandated persons.
Procedure for appointing a Relevant Person.
All procedures listed above are available upon request.
All employees, contractors, locums, students and volunteers who may have contact with children are required to comply with the practice’s safeguarding procedures.
5. Implementation
We recognise that implementation is an ongoing process. Our service is committed to the implementation of this Child Safeguarding Statement and the procedures that support our intention to keep children safe from harm while availing of our service.
Relevant Person: Dr Anna Sheane
This Child Safeguarding Statement will be reviewed on 15 June 2028, or as soon as practicable after there has been a material change in any matter to which the statement refers.
Signed: ______________________________
(Provider)
Date: ______________________________
For queries, please contact Dr Anna Sheane, Relevant Person under the Children First Act 2015.