Docmail

Bidford Health Centre uses a mailing company called Docmail to handle some mailings to patients. Typically this is for bulk mailings such as the invitations to attend the flu clinics where it is difficult to accommodate the administrative work involved without affecting our ability to serve patients. This is permissible under guidance from both the Information Commissioner’s Office (ICO) and the Department of Health (DoH) subject to the provisions of GDPR and the Data Protection Act.

Please find below some more information about Docmail and how we work with them to ensure that we protect our patients’ personal data at all times.

What is Docmail

Docmail is provided by CFH Total Document Management Ltd a secure print and mailing company which provides print and mailing services for Local Government, GPs, Dentists, Medical Practices, Schools, Exam Boards and Banks etc. throughout the UK. The system can be found online at www.docmail.co.uk and requires a secure user name and password for us to log on and upload our letters and address lists to create the printed output for despatch to Royal Mail. The system allows us to upload a letter template and mailing data for the patients we want to write to via a secure web portal.

Connecting For Health

Docmail has achieved a 100% rating in the Department of Health’s Information Governance Toolkit Assessment for 2016-2017 and we meet with the terms and conditions of the DH Information Governance Assurance Statement. This assessment is publicly available and can be viewed here

Process

The data file provided to Docmail will only contain enough data to enable them to fulfil the contract. This means that it will include name and address details and, where appropriate, the date and time of an appointment as well as the name of the clinician you will be seeing or the name of a clinic you will be attending eg Flu Clinic or NHS Health Check. We will of course exercise the same discretion in writing the letters as we would if we were printing and posting them at the surgery.

The letters will be delivered to your address by Royal Mail in the normal way. The letters will carry the Docmail logo and the return address on the reverse side. This address does not identify the letter as having come from a doctor’s surgery.

Docmail delete the personal data 28 days after the mailing.

If you have any questions or require further information about this please ask to speak to the Practice Manager.

Sharing Data

We will share data with health professionals by abiding by the Caldicott principles, for example, where adult or child safeguarding concerns are raised.