Policy Section

Our latest policy details on attending the surgery, house visits and practice photo policy.

Attending an appointment in the surgery

If it’s safe for you to attend the practice, please remember the following :-

• Attend alone - no partner / children if possible

• Remove coat before entering the building and avoid carrying anything (eg a handbag, ‘phone, kids’ toys, food or drink)

• Wear loose fitting clothing that will not need to be removed if you are going to be examined.

• Use the lavatory before leaving home – our toilet facilities are unavailable.

• You will be met at the door and given a mask to put on before entering the building. You will also be asked to use hand sanitiser. Please try to avoid touching anything e.g. doors when you are inside.

• Conversation will be minimal during the time you are in the building. Please don’t be offended; this is to keep us all safe. We will speak to you before and after you are seen via the ‘phone.

Covid-19 Pandemic. House Visit Procedure

Preparing for the nurse / doctor visit:

• Please be ready for the nurse or doctor; you will be seen and examined as close to your front door as possible. This is to minimise the risk of attending your home.

• Please open windows half an hour or so before the clinician attends to ventilate the home / room.

• Please ensure you will not require to visit the toilet while we are there.

During the visit:
• Verbal conversation will be absolutely minimal while we have contact with you at your home. We will speak to you before we attend and discuss the outcome via telephone afterwards.

• The purpose of the visit will be to physically examine you. This will be done as thoroughly as is required, but as this is all we are doing while we are with you, you will find that the visit should be much quicker than normal. Again, this is to minimise risk.

• If any questions arise while we are there, you will have an opportunity to discuss these with us after we have left. Please try, as far as is sensible, to avoid conversation with the nurse or doctor while we are there.

We hope you understand the reasons behind this change of procedure and don’t find it too inconvenient. If you have any questions about this, please get in touch before the visit.


Flu Drop In Clinic on Wednesday 21/10 from 4pm to 7.30pm, text invitations have been sent to at risk patients under 65. We look forward to seeing you, PLEASE DO not attend if you have not been invited.

We are pleased to announce arrangements for 2020 ‘flu vaccinations. These are different to the arrangements in previous years, so please read the following information carefully.

If you are 65 or older, you will be contacted directly by the health board. Please do not contact the practice about your ‘flu jag. For everyone else, please read on.

The Practice will only be inviting and vaccinating patients aged between 18-64 in an “At Risk Category” to our weekend clinics. These will take place on Saturday 3rd October & a further date to be confirmed.

Patients aged 18-64 with the following conditions and diseases should attend these ‘flu drop in clinics.
• asthma
• stroke
• multiple sclerosis
• chronic bronchitis/emphysema (COPD)
• liver problems such as cirrhosis/hepatitis
• diabetes
• cystic fibrosis
• asplenia or dysfunction of the spleen
• chronic heart disease
• being very overweight (BMI >30)
• chronic kidney disease
• HIV infection
• undergoing chemotherapy
• taking medication that reduces your immunity

Obviously, we will need to maintain social distancing during the clinic, and masks should be worn throughout. In order to keep things moving and keep everyone safe, please observe the following:
• Do not come if you have covid symptoms - ANY new cough *OR* ANY fever in the last 10 days *OR* any new loss of sense of taste or smell. The clinic will be busy and we will not have time to debate the validity of you "knowing your cough isn't COVID".

• Likewise, if any household member has any of these symptoms ALL household members need to self-isolate, so if someone in the house has a fever, etc. STAY INSIDE and do not come to the flu clinic to queue up with (and infect) other vulnerable patients. (Apologies to all of you who are staying informed and following the rules, but recent experience has shown it's really not possible to repeat this message enough!)

• Please come alone if possible. It's fine if you need to be accompanied by a carer.
• No touching surfaces within the building or in clinical rooms if possible.
• Please wear a mask and use hand sanitiser on entering the building.
• Please wear short sleeves! You will be asked to remove your outerwear on entering the building and carry it with you.
• If there is a queue outside the surgery door, please observe 2m social distancing.
All other groups will not be vaccinated in the practice, but by staff from the HSCP. Please see below for this year's arrangements:

Aged 65 or over (by 31 March 2021)
• Appointment letters will be sent to patients by the Health Board – these vaccinations will be carried out in Eastwood Health Centre by HSCP nursing staff.
Pregnant Women
• Contact Your midwife for details
• Telephone the Adult Flu Line for an appointment 0141 201 4180
Living with someone who was on the shielding list
• Telephone the Adult Flu Line for an appointment 0141 201 4180
Healthcare and Social Care Workers
• Speak to your line manager for arrangements.
Primary School Children
• These will be done in school between October and December. The Practice will not have any child vaccine stock, so any catch up or alternative vaccine arrangements will be through the HSCP/Health Board.
All Children aged 2-5; Children 6 months to 2 years with at-risk conditions
• The Pre-School Immunisation Team will contact you with an allocated appointment for your child's flu vaccination. You should phone 0141 201 4190 (from the 23rd of September) if you want to discuss this.
Aged 55-64
• No appointments will be available until December. It's likely these vaccines will also be delivered by HSCP staff, but we don't know final arrangements yet.
At-risk children aged 12-17
• Telephone 0141 532 8768 for an appointment
More information

Practice Photo Policy

Photographs are a very helpful way of allowing clinicians to ‘see’ your problem, while minimising the risk involved in having you attend the surgery at the present time.

Please only send images after agreement with our staff. We are unable to process unsolicited images sent to the practice via email.

Photographs will be stored in your medical record held on our clinical system and nowhere else. We will not share the image with anyone other than with clinicians directly involved in your care.

Please send photos following notes below:
• No more than 3 photos
• Ensure photos are clear, of good quality and not blurry
• Send as ‘small’ image
• Ensure information about what area of the body is added
• If possible, include an item to provide scale, eg a coin

Please ensure that you advise us of any change of name, address or telephone number. You can do this by emailing us at williamwood.practice@nhs.net or calling in at the reception. Our practice boundary is shown on the map page of this website; if you are intending to move outside of this area, you will need to register with another doctor.

We always try to provide the best service possible, but there may be times when you feel this has not happened. We are always pleased to receive feedback from our patients, whether positive or negative. If you have a complaint, please follow the protocol laid down by the NHS in Scotland. Your complaint should be made in writing to our practice/business manager Jacqueline Forster or to Dr Pexton.

We will address your concerns, provide you with an explanation and inform you of any action that may be needed. For further information, including what action you can take if you feel your complaint has not been satisfactorily dealt with, please speak to Jacqueline Forster.

A copy of the practice complaints policy is available on request.

Safeguarding Your Health Information All staff working within the NHS have a professional and legal duty to maintain confidentiality and safeguard your personal health information. Our use of your personal health information is regulated by the Data Protection Act. The Data Protection Act gives you a number of rights in relation to how your personal information is used, including a right to access the information we hold about you. To ensure that you receive the best possible care, there may be occasions where it is important to share this information with other professionals.

The Freedom of Information (Scotland) Act 2002 enables any person requesting information from a public body to receive that information, subject to certain exemptions. This is to encourage public authorities (including GP Practices) to be more open and accountable and organise their information in an efficient and accessible way. This excludes personal data. The Practice Publication Scheme document is available to view; please contact the practice manager for more information.

General Data Protection Regulations (GDPR) What is GDPR? The General Data Protection Regulation (GDPR) is a new EU regulation that comes into force on 25th May 2018. The GDPR will replace the existing data protection legislation including the UK Data Protection Act 1998.

Who does GDPR apply to? The GDPR applies to all individuals and organisations with day-to-day responsibilities for data protection.

What does this mean for patients?

must be processed lawfully, fairly and transparently. collected for specific, explicit and legitimate purposes. must be limited to what is necessary for the purposes for which it is processed. must be accurate and kept up to date. must be held securely. it can only be retained for as long as is necessary for the reasons it was collected. Further information can be found on our Privacy Statement.

Privacy Statement for Patients How we use your records - important information for patients

This practice handles medical records in-line with laws on data protection and confidentiality. We share medical records with those who are involved in providing you with care and treatment. In some circumstances we will also share medical records for medical research, for example to find out more about why people get ill. We share information when the law requires us to do so, for example, to prevent infectious diseases from spreading or to check the care provided to you is safe. You have the right to be given a copy of your medical record. You have the right to object to your medical records being shared with those who provide you with care. You have the right to object to your information being used for medical research and to plan health services. You have the right to have any mistakes corrected and to complain to the Information Commissioner's Office.

If you feel a home visit is required then please telephone BEFORE 11.00am. The receptionist will take some information about your request, which will be passed to the on call Doctor who may phone you back to discuss your request further. Please note that we have a strict housecall policy and visits are made at the doctor’s discretion. This service is provided for patients whose condition makes it impossible for them to attend the surgery. We can attend three patients in the medical centre in the time it takes to do one housecall and it is almost always the best place to be seen, where all means of examination, diagnosis and treatment are at hand.

Contrary to popular belief it is quite safe to take a child with a temperature out of doors and, indeed, this often helps to bring the temperature down.