About Kent Primary Care Agency

What is the ‘Kent Primary Care Agency’?

The Kent Primary Care Agency (KPCA) is an NHS organisation working on behalf of your local Primary Care Trust (PCT). The KPCA supports the PCT with the administrative aspects of managing local doctors, dentists, pharmacists and opticians. KPCA also manage patient’ records.

What measures are in place to keep my data safe and confidential?

The KPCA takes its duty to protect the security of your data very seriously. All their staff follow and have signed a strict NHS ‘code of confidentially’. KPCA are registered with the Information Commissioner’s Office under the Data Protection Act (registration number Z9640233). Their processes for storage, transfer or disposal of data comply with the required NHS data security standards.

What information does KPCA hold?

The KPCA holds various types of data both concerning patients and practitioners. The data they hold about you was collected by your GP practice when you registered with them. This includes your full and former names, address, date of birth and NHS number, together with the details of which GP practice you attend now and where you have been registered in the past.

Why does the KPCA collect data?

When you register with a new doctor it is important to collect your current and previous details so that your NHS number can be traced and your medical records can be correctly provided to your doctor to ensure continued care. Whilst you are registered with a GP practice, your information is used to ensure that you receive invitations to the appropriate NHS screening programmes, such as cervical, breast, bowel and Chlamydia.

Validating patient list:

From time to time, KPCA will contact patients on behalf of their GPs to ensure that patient’ lists are up to date, this is to ensure:

more accurate practice lists and thereby enhance data quality
important information such as patient screening (cervical screening, bowel screening), call/recall letters and results are received by the people they are intended for, thereby increasing patient safety
support savings being made by NHS West Kent and therefore allowing public funding and resources to be allocated more appropriately

Process of list validation

For all list cleansing exercises, each patient is sent a letter by the Patient Data Department with a 21 days deadline (stage 1) asking the patient to confirm that they live at the address specified on the letter. If the patient fails to respond to this letter, a reminder is sent with a 14 day deadline (stage 2). No response to both letters result in the patient being flagged on the database for removal from the practice list for not responding.

To ensure GP practices are fully aware of potential deductions, they are sent a list of non responding patients at this stage. The practices are given 6 months (stage 3) to make contact with the patient so that the flag can be removed and the patient remains on the practice list. If no response to the flag is made by the practice within the specified 6 month period, the patient is deducted from the database and practice list (stage 4).

Contact details

Telephone: 01622 655000