Billingshurst Surgery uses a range of secure digital systems and technologies to help us deliver safe, effective, and efficient healthcare. These tools support many aspects of patient care, including appointment booking, communication, long-term condition monitoring, clinical record keeping, and the sharing of information with other NHS services involved in your care.
By using digital systems, we can improve access to services, reduce administrative delays, enhance patient safety, and ensure that patients receive the right care at the right time. All systems used by the practice comply with strict NHS security, confidentiality, and data protection standards, and your personal information is only accessed by authorised staff involved in your care. The information below explains the digital tools we use, how they support your healthcare, and how your information is protected.
Through Accurx patients are able to:
- Receive appointment reminders
- Complete medical questionnaires
- Submit information requested by your clinician
- Receive self-booking links for appointments
- Communicate securely with the practice
Accurx uses encryption to protect data and complies with NHS security and information governance requirements. Information shared through Accurx is used solely for the purpose of managing and delivering your healthcare. The platform has undergone NHS assurance processes and meets recognised security standards. Your information is never sold to third parties and is used only to support your healthcare and communication with NHS services.
For more information please visit Accurx website.
Billingshurst Surgery uses Abtrace, a secure NHS-approved clinical support system, to recall patients for who are due routine reviews, blood tests, health checks, vaccinations, or monitoring for long-term conditions.
How does it benefit patients?By supporting earlier intervention and better management of long-term conditions, Abtrace helps us deliver safer, more personalised care and improve overall health outcomes for our patients.
Will the way I am contacted change?
If you are due a review you will be contacted to arrange an appointment via one of the following methods depending on the communication preferences on your medical record:
- An email (the message may include an appointment booking link)
- A text message (the message may include an appointment booking link)
- A letter
- A telephone call
Abtrace integrates with our clinical system (TPP SystmOne) and securely uses information already contained within your GP record to support your care and is used solely for the purposes of delivering healthcare. Abtrace is soley a clinical support tool that helps our team identify patients who may benefit from review or monitoring. All clinical decisions remain the responsibility of qualified healthcare professionals.
- UK GDPR
- Data Protection Act 2018
- NHS Information Governance requirements
- NHS confidentiality standards
Only authorised staff involved in your care can access your information.
Further information
For more information on Abtrace please visit their website.
For information on how we manage long-term condition monitoring, please contact the surgery directly.
Using iGPR helps us to:
- Process medical report requests more efficiently.
- Reduce delays in responding to authorised information requests.
- Improve the accuracy and security of information sharing.
- Ensure appropriate checks are completed before information is released.
How is my data protected?
For more information please visit the iGPR website.
At the end of June Billingshurst Surgery went live with a new appointment system called Rapid Health. Rapid Health is an NHS-approved triage tool you or staff can use online when you come in or call to request a GP or on the day appointment.
Rapid Health asks a short series of questions, then uses the answers provided to direct you to the most appropriate care. The most likely outcome is that we'll offer you an appointment at the surgery or send your request directly to the practice for manual triage.
If your request is sent to us for triage, one of our Triage Team (led by one of our GPs) will review your answers and get in touch with you. This allows us to maximise availability by ensuring patients are seen by the the most appropriate clinician and within the appropriate time frame based on the symptoms provided.
How is my data protected?
Once a submission for has been completed it will automatically be integrated and saved onto patients EHR (Electronic Health Record). The submission form and their date will be stored in the Smart Inbox for four (4) weeks from the date it was created. Once the four weeks have lapsed the data no longer be available in the GP Practice Smart Inbox.
Further informationFor more information on Rapid Health please see our dedicated Rapid Health FAQ page.
Billingshurst Surgery uses a cloud based phone system called X-on (also known as Surgery Connect) which is designed to make it easier for you to contact us to get the care you need and help us manage calls and requests more efficiently.
How does it benefit patients?
- Patient Callback – No more waiting on hold! You can request a callback, and we’ll return your call as soon as you reach the front of the queue.
- Clearer Menu Options – Our updated menu will guide you to the right team faster – or better still, to resources that can help you without the need to speak to us – whether you need an appointment, a prescription request, test results, or general advice.
- Appointment Cancelling– You can now cancel your appointments more easily through our phone system, helping free up slots for others and reduce waiting times
Calls recording access is limited and only accessible to senior members of staff and X-on (only if they have gained explicit consent for each recording by a member of practice staff)
- Training new practice staff
- Identifying staff training needs
- Establishing facts relating to a calls (for example, to be used during our complaints procedure)
For more information please visit the Surgery Connect website.
In recent months the surgery has started using Surgery Intellect, powered by TORTUS, which is an AI-powered scribe, making your GP visits more efficient and personalised.
It is here to ensure your doctor can spend more time focusing on you rather than on administrative tasks.
What Does Surgery Intellect, Powered by TORTUS, do?
Clinical assistance: Surgery Intellect, powered by TORTUS, assists our clinicians by taking notes and summarising your discussions. This ensures your medical records are precise and easier to understand. The notes are always reviewed by your clinician to make sure they are accurate and reflect the issues discussed. Don’t worry — only information that’s important for your health is captured.
Privacy and security: Your privacy is paramount. Surgery Intellect, powered by TORTUS, complies with all UK data protection regulations, including GDPR. Rest assured, your personal information is secure and confidential.
How does it benefit patients?
The introduction of this technology brings several benefits to your healthcare journey:
- More engaged consultations: By removing the need to constantly type or write notes, our Healthcare Professionals can focus entirely on listening to you. This allows for a more natural, attentive conversation, stronger patient-clinician relationships, and the assurance that you are being fully heard.
- Quicker time to care: This technology helps to automate administrative tasks that would traditionally be done after your appointment. Important actions like referral documents and patient letters can be drafted instantly, meaning you get the information and onward care you need, faster.
- Better continuity and record accuracy: Surgery Intellect, powered by TORTUS, captures the details of your consultation accurately and consistently. This ensures your medical record is complete and up-to-date, improving the continuity of your care and reducing the need to repeat information.
- Confidence that your consultation is documented securely: Your personal data will never be used for AI training. Your privacy is paramount.
How is my data protected?
Surgery Intellect, powered by TORTUS, only transcribes the health and care information from your consultation and stores this for 24 hours. It doesn’t store any personal information.
You will be asked if you consent to this technology being used before your consultation starts. Your care and treatment will not be impacted if you do not wish for Surgery Intellect, powered by TORTUS to be used during your appointment.
Further Information
For more information please visit the Surgery Intellect website.
Our practice uses SystmOne, a secure electronic patient record system developed by TPP and widely used across the NHS. SystmOne enables our clinical and administrative teams to securely record, access, and manage your healthcare information, helping us provide safe, efficient, and coordinated care.
How does it benefit patients?SystmOne helps us to:
- Maintain a complete and accurate record of your healthcare.
- Record consultations, medications, allergies, vaccinations, test results, and correspondence.
- Support safer prescribing by alerting clinicians to potential medication interactions or allergies.
- Improve communication between healthcare professionals involved in your care.
- Reduce duplication by ensuring information is available when and where it is needed.
- Support continuity of care when you access other NHS services that are authorised to view relevant parts of your record.
Protecting your personal information is extremely important to us. SystmOne is used throughout the NHS and complies with strict NHS information governance, security, and data protection requirements. Your medical record is held securely, with access restricted to authorised healthcare professionals and practice staff who need the information to support your care. All access is audited and monitored to help ensure your information remains confidential and secure.
Where appropriate, and in line with your sharing preferences, SystmOne can enable authorised NHS organisations involved in your care to access relevant information from your GP record. This helps ensure healthcare professionals have the information they need to provide safe and effective treatment, particularly when you receive care from community, out-of-hours, urgent care, or hospital services.
Further informationFor more information please visit TPP SystmOne website.
