Access to my Medical Record
How do I get a copy of my health records?
The Data Protection Act gives you the right to ask for a copy of the information an organisation holds about you. This right is commonly known as a subject access request (SAR).
Requests for medical (health) records
- A request for information from health records has to be made with the organisation that holds your health records – the data controller. For example, your GP practice, optician or dentist.
- For hospital health records, contact the records manager or patient services manager at the relevant hospital trust.
GP Health Records for registered individuals
We require an application form to be completed before any information can be released.
This is currently unavailable to download. Form to be available soon. Please come into the surgery to obtain a hard copy
Completed applications received may take up to 30 days to be processed and the information supplied to you.
GP Health Records for un-registered or deceased individuals
NHS England is the data controller of GP health records where an individual is currently not registered with a GP or is deceased. These records are held by Primary Care Support England (PCSE) on behalf of NHS England. You can find the application form and details of where to send your request here https://pcse.england.nhs.uk/organisations/public/
Online Access to Medical Records
If you wish, you can now use the internet to book appointments with a GP, request repeat prescriptions for any medications you take regularly and look at a summary of your medical record online. You can also still use the telephone or call in to the surgery for any of these services as well. It's your choice.
Being able to see your summary care record online might help you to manage your medical conditions. It also means that you can even access it from anywhere in the world should you require medical treatment while abroad. If you decide not to join or wish to withdraw, this is your choice and practice staff will continue to treat you in the same way as before. This decision will not affect the quality of your care.
For further information on how to register for these services, please speak to our reception team who will be happy to guide you through the process. Please note, you will be required to provide 2 forms of identification to enable this service - one needs to be photographic, ie: passport/driving license and the other MUST be a bank statement. We cannot accept utility bills.
Access to Detailed Coded Medical Records
It is a contractual requirement for practices to enable patients to have online access to a more detailed version of their medical record (rather than the ‘Patient Summary’ version currently available online) by the 31st March 2016. Please note, access will only be offered to patients aged 18 and over and who are registered at this practice. The patient will need to provide two forms of ID to fulfil the identity verification process - see reception for further details.
Safeguards have been negotiated in implementing expanded records access. There are circumstances where a GP may believe it is not in the best interests of the patient to share all information in the record, for example where it could cause harm to their physical or mental health. GP medical records software will be configured to offer all coded data by default, but GPs will be provided with the tools to withhold coded information where they judge it to be in the patient's interests or where there is reference to a third party.
In addition, please note that due to safeguarding and confidentiality issues, parents will NOT be able to have proxy access to a child's online medical record. A request for proxy access can only be considered for patients over the age of 18 and with the patient's consent. This request can only be granted following authorisation by the patient's GP.
GP2GP enables patients' electronic health records to be transferred directly and securely between GP practices. It improves patient care as GPs will usually have full and detailed medical records available to them for a new patient's first consultation.
What is GP2GP transfer? - When a patient registers at a GP practice, GP2GP will be used to electronically transfer their Electronic Health Record (EHR) from their previous GP practice.
GP2GP electronic transfers are faster, more reliable and more secure than the current paper based method of transferring patient records.
GP2GP is not a replacement for the transfer of paper based records, which will continue for the foreseeable future until 100 percent of GP practices are GP2GP enabled.
Why is GP2GP being introduced? - The current paper based transfer system can take anything from a few weeks to a few months to complete. As a result, the new practice often does not have the benefit of the medical history contained in the patient's original medical record when he or she attends for the first consultation.
Although the majority of practices make use of computerised systems for creating records, not all the information printed off from electronic health records for transfer is subsequently re-entered into systems at the receiving practices.
How does it work? - GP2GP starts when a practice accepts a patient onto its list of patients for primary health care and ends when the EHR is transferred from the previous practice into the new GP's clinical system.
Once the patient is accepted and their identity has been matched using the Personal Demographic Services (PDS) a message is sent to the previous practice requesting a copy of the patient's EHR.
If the patient's former practice also GP2GP enabled an acknowledgement is sent stating whether or not it is able to provide the EHR extract.
If it is able to do so, the EHR extract message is generated from the patient health record held on the GP clinical system and sent securely to the new practice for integration into its own GP clinical system.
What are the benefits of GP2GP? GP2GP deliver a range of benefits including:
- Improved quality and continuity of care
- Improved safety
- Clinical time savings
- Administrative time savings
Do you require further information about this service? Please contact the reception team who will be happy to help.