Privacy and Dignity Policy

1. Purpose

This policy ensures that all patients attending ScanSanctuary are treated with the highest levels of privacy, dignity, and respect throughout their care journey. It outlines our commitment to maintaining confidentiality, protecting personal information, and creating a comfortable and respectful environment for all patients.

2. Scope

This policy applies to:

  • All staff, contractors, and students working within ScanSanctuary.

  • All services provided, including ultrasound scanning, consultations, and administrative processes.

  • All patient interactions, both in-person and through digital platforms (e.g., HIS records).

3. Policy Statement

  • We will respect each patient’s privacy and dignity in all aspects of their care.

  • We will comply with relevant data protection legislation (e.g., GDPR or local equivalents) and medical confidentiality standards.

  • We will provide a safe, inclusive, and non-discriminatory environment that values cultural, religious, and individual differences.

4. Privacy Measures

  • All personal and medical information is recorded, stored, and accessed only by authorised staff on secure systems (including HIS).

  • Conversations regarding patient care are conducted in private, and sensitive information is never disclosed in public areas.

  • Ultrasound scans and screening are performed in our private room with lockable doors.

  • Patient consent will always be obtained before sharing results with third parties (e.g., GPs, obstetricians etc).

5. Dignity and Respect

  • All patients will be addressed respectfully, using their preferred name and title.

  • Cultural, religious, and personal preferences (e.g., presence of a chaperone, same-gender sonographer) will be honoured wherever possible.

  • Gowns, drapes, or covers will be provided to ensure privacy during ultrasound procedures.

  • Patients will receive clear explanations about procedures, with opportunities to ask questions and make informed decisions.

6. Staff Responsibilities

  • All staff must complete training on privacy, dignity, and data protection.

  • Breaches of this policy or any inappropriate behaviour will result in disciplinary action.

  • Staff are responsible for maintaining a professional and compassionate approach at all times.

7. Patient Rights

Patients have the right to:

  • Request a chaperone during procedures.

  • Decline any procedure or stop it at any time.

  • Access their personal records in accordance with data protection laws.

  • Make complaints or provide feedback regarding privacy and dignity concerns.

8. Confidentiality and Data Protection

  • All electronic patient records are maintained in the HIS under secure, password-protected access.

  • Printed documents are stored in locked cabinets and destroyed securely when no longer required.

  • Data is only shared with authorised healthcare professionals involved in the patient’s care.

9. Review and Monitoring

  • This policy is reviewed annually.