24 November 2025

Blog: how the NHS uses your data to improve care, reflections from our public session

By Dr Laura French, Director of Population Health Management, NHS Derby and Derbyshire ICB

This summer, the Government released its 10-year plan for the NHS, including an ambition to harness the power of technology to move ‘from analogue to digital’. This includes the way health services use your data to inform what we do.

The NHS in Derby and Derbyshire is on a mission to use data more effectively to improve population health and patient care.

On Tuesday 18 November, I hosted a public session to talk about how the NHS uses data and to share information about a new tool we are piloting here in Derby and Derbyshire to help us plan services more effectively.

In the NHS, data is the foundation for understanding what our population needs and how we can deliver the best possible care. Patient data can include everything from GP and hospital records to information about social care, demographics, and even whether someone smokes, or how active they are.

This data is collected throughout our lives, helping us build a picture of health needs, but it often sits in separate systems, which told part of a story, but not the whole picture.

In order to effectively spot emerging health issues and plan services effectively, we need to adopt a ‘Population Health Management’ approach. This is all about using data to improve health outcomes for groups of people, not just individuals.

In a population health management approach, we use data to divide our population into ‘segments’ by age, health conditions, or social factors, so we can then design services that work best for that group.

For example, by identifying people at higher risk of hospital admission during winter due to respiratory illness, we can prioritise ensuring that group have had their flu vaccinations or review their medications before winter to make sure they’re on the optimal dose or combination.

It also helps us address the wider factors that influence health, such as housing or employment. By bringing together data from different sources, we can tackle health inequalities, get the right care for the right people in the right places, and make sure no one is left behind.

To do Population Health Management, we needed a smarter way of bringing this data together.

Currently, we use multiple data sources and platforms, which can make it hard to get the full picture of the health of a certain population.

We are now piloting a new Population Health Management tool within a platform called the ‘Federated Data Platform’. This platform brings together data from hospitals, GP Practices, and social care into one place, and helps us see clearly where we need to target our efforts.

We are currently working through putting all the checks and balances in place so that we can access and combine this data safely, and in line with information governance law.

Whenever we talk about data, the first question people often ask is: “Is my information safe?” The answer is yes, data security and confidentiality are absolutely central to everything we do.

We follow strict rules and regulations, including GDPR and the NHS Records Management Code of Practice, to make sure your data is only used when necessary and never kept longer than needed.

When we use data for planning services, it’s anonymised or pseudonymised, so we’re looking at trends and patterns, not individual names.

In some instances, we can use data to understand who in particular might need specific interventions, in which case health providers will need to contact you. In these cases, only your healthcare providers will be able to see your identifying information.

Your choice matters too. You have the right to opt out of your data being used for anything beyond your direct care, such as research or service planning, and you can change your preferences at any time through the NHS App or online.

I’m grateful to everyone who joined us on Tuesday, asked thoughtful questions, and shared their perspectives. I have shared a link to the recording of the session, for anyone interested in listening to the whole conversation.

We are also sharing the presentation slides here.

If anyone has any further questions about this, please get in touch, ddicb.enquiries@nhs.net.

Questions and answers from the session

How long is patient data kept before being deleted?

The NHS follows the Records Management Code of Practice. Typically, data is not kept for more than six years before deletion, but this depends on the type of information and its purpose. Statutory limits can vary depending on the type of data, but data is never kept longer than necessary.
Does opting into research and planning beyond direct care also opt the patient in for marketing and/or insurance purposes?

No, opting in for research and planning does not opt patients in for marketing or insurance purposes. The NHS does not use or sell data for these purposes. Data is only shared without consent if there is a legal basis (e.g., risk to self/others, law enforcement request). The opt-out is to opt out of data being used for broader purposes, outside of direct care, not for external marketing/insurance.
Is there a process for patients to request the sharing of their data for marketing or insurance purposes?

There is no routine process, as the NHS does not do this. However, patients may request specific data for insurance or job applications, or research projects. In such cases, you can apply to your GP practice for a copy of your records or a report, sometimes with a charge. This is not standard NHS practice.
Do you know how my GP surgery uses patient data to improve patient care?

For specifics, contact your GP surgery for their data policy and information on population health management work. All GP practices use data for population health management and risk stratification, often as part of their contract. Data is used to monitor patient health and target interventions (e.g., flu jabs, asthma checks). Primary care uses data for direct patient lists, while the ICB uses it for broader population planning. Many practices are adopting PHM methodology for ethical care design.
Are you concerned about the quality and completeness of patient data?

We know that data quality is crucial, and analysis and software are only as good as the input data. There has been significant work on standardising data entry and coding (e.g., diagnosis, ethnicity). Efforts are ongoing to improve completeness and accuracy, especially for demographic information.

Combining data sources helps to dilute any errors in individual data inputs as it provides a rounded picture.
Is organ donation now opt-out, and how does this affect patient data?

The law changed to opt-out for organ donation, unless you specifically opt out or appoint a representative. Under-18s and those lacking mental capacity are exceptions. Even though the law assumes consent, the change should always be discussed with the individual and preferences should be shared with care providers and loved ones.