UCD Student Health Service wishes to ensure the highest standard of medical care for our patients. 

As it is not possible to undertake medical care without collecting and processing personal data and health data, as a trusted community governed by an ethic of privacy and confidentiality, our approach is consistent with the Medical Council guidelines and the privacy principles of the Data Protection Regulations. 

This notice is to advise you of our policies and practices on dealing with your medical information.

How UCD Student Health Service uses your medical 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.

We share information when the law requires us to do so, for example, to prevent infectious diseases from spreading or to check the care being 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 Commissioners Office.  Please see our GDPR, Privacy Statement and Policies section on the website or speak to a member of staff for more information about your rights".

Taken from UCD Dignity & Respect Policy:

"UCD Student Health Service supports the University's Dignity and Respect Policy. UCD is committed to ensuring an inclusive community for all our staff and students. This includes the provision of an environment of respect for diversity and equality where you have the right to be treated with dignity and respect and can study and work in a rewarding and respectful environment and achieve your full potential.

UCD does not accept bullying, harassment or sexual misconduct and this behaviour will not be tolerated. Each member of the University community is therefore expected to behave with respect and courtesy at all times and contribute to ensuring that the University is welcoming and safe".

UCD Student Health Service is committed to providing a safe and comfortable environment where students can be confident that staff always adhere to best practice and that the safety of everyone is paramount. Students can request the presence of a chaperone for any intimate examination or if they feel they require the support of another individual during any examination by the doctor or nurse.

This Chaperone policy adheres to local and national guidelines and policy. We advise patients to ask for a chaperone if required at the time of booking their appointment whenever possible.

All chaperones understand their roles and responsibilities and are competent to perform that role. In line with our policy doctors and Nurses may invite you or ask you to have a chaperone present during a clinical examination.

UCD Student Health Service has voluntarily signed up for the ICGP Data Protection Guideline for GPs. The processing of personal data at UCD Student Health Service is necessary in order to protect the vital interests of the patient and for the provision of health care and public health. These guidelines can be accessed (opens in a new window)here.  We will hold your data after you leave UCD, there are however, exceptions to this which are described in the Guidelines referenced above.  Click here for the (opens in a new window)medical council guidelines.

In order to provide for your care at UCD Student Health Service we need to collect and keep information about you and your health on our records. 

• Your information is retained securely. 
• Only necessary information is retained.  This information will be as accurate and up-to-date as possible.  We will explain the need for any information we ask for if you are not sure why it is needed. 
• It is incumbent on the student to inform us of any relevant changes you feel we should be aware of, such as any new treatments or investigations being carried out that you feel we should be made aware of. 
• It is incumbent on the student to update any change of your address and phone numbers.  Please do so by updating your contact details on your SIS web account.
• All personnel at UCD Student Health Service (not already covered by a professional confidentiality code) sign a confidentiality agreement that explicitly makes clear their duties in relation to personal health information. 
• In order to enable administration personnel to perform their tasks for the effective functioning of UCD Student Health Service access to student records is regulated to ensure that they are used only to this extent. With this in mind, students should understand that UCD Student Health Service staff may have access to their records for:  

• Sending a medical certificate to the student after generating and signing of the same by the Clinician concerned.  
• Sending referral letters to hospital consultants or allied health professionals such as physiotherapists, occupational therapists, psychologists and dieticians on behalf of the Clinician concerned.  
• Sending records held at UCD Student Health Service such as blood tests, immunisation records to the student on behalf of the Clinician concerned.
• Opening letters from hospitals and consultants and subsequently scanning to the students electronic record.   
• Scanning clinical letters, radiology reports and any other documents not available in electronic format.  
• Downloading laboratory results and out of hour reports and  integrating these results into the electronic patient record.  
• Checking for a patient if a hospital or consultant letter is back or if a laboratory or radiology result is back, in order to schedule a conversation with the Clinician concerned.  
• When a patient makes contact with the UCD Student Health Service, checking their immunisation schedule.
• Handling, printing, photocopying and postage of medico legal and life assurance reports, and of associated documents.  
• Sending and receiving information via Healthmail (secure clinical email) and other activities related to the support of medical care appropriate for UCD Student Health Service support staff. 
• UCD Student Health Service Clinicians  may need to disclose information to other Health/Social Care professionals in order to provide the student with the treatment and services needed. Please note that only the relevant part of your record will be released and that these other professionals are also legally bound to treat your information with the same duty of care and confidentiality that we do. 

The law provides that in certain instances personal information (including health information) can be disclosed, for example, in the case of infectious diseases. 

Disclosure of information to the University or other third parties such as, Insurance Companies and Solicitors: 

• In general, University or Work related Medical Certificates from the UCD Student Health will only provide a confirmation that you are unfit for University / Work with an indication of when you will be fit to resume to University / Work. If it is considered necessary to provide additional information we will discuss that with you. However, Department of Social Protection sickness certs for Work must include the medical reason you are unfit to work. 
• In the case of extenuating circumstances i.e. for missing an exam or project work/assignments the cert must include the medical reason you are applying for extenuating circumstances as per UCD’s Extenuating Circumstances policy.  
• In the case of disclosures to insurance companies or requests made by solicitors for your records we will only release the information with your signed consent and when photo id confirming your identity as the requestor/data subject has been confirmed. 

It is usual for the UCD Student Health Service to discuss patient case histories as part of their continuing medical education. In these situations, the identity of the patient concerned will not be revealed. In other situations, however, it may be beneficial for other clinicians within the UCD Student Health Service to be aware of patients with particular conditions and in such cases the UCD Student Health Service would only communicate the information necessary to provide the highest level of care to the patient.

You have the right of access to all the personal information held about you by UCD Student Health Service.  You are entitled to access and obtain a complete copy of your Medical Records or a portion of the record/Medical Data on your Record. It is vital to protect the confidentiality of what is sensitive personal information to ensure that your medical records are requested only by you and/or your medical treating GP, Family Doctor or Medical Specialist.  

Note: These will be provided to you within thirty days or sooner, without cost.  

Please click on this link to find out ways in which to do this.

UCD Student Health Service aims to provide the highest quality professional service to the students of University College Dublin. Therefore we are interested in hearing about your experiences at our practice. When have we provided a good service? Where could we have done better?

If you would like to share your feedback with us, we have a suggestion box at our reception. Our practice strives for continuous improvement and we welcome feedback from our students either positive or negative.

The Student Health Services strives to bring you the best possible standard of care but if we haven't met your expectations please let us know. We will always take your feedback on board, learn from your experience, and aim to improve our services for the future.

Please see our complaints form if you are concerned about any aspect of the service you received from us.