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Access to Medical Records

We offer our patients the ability to access their GP health records online. This service allows you to securely view important information such as your medical history, test results, and prescribed medications through the NHS App or other approved platforms.

Who can sign up for Online Access?

All patients aged 16 and over can apply for access to their GP health records. If you are the parent or guardian of a child under 16, access may be granted on a case-by-case basis depending on clinical appropriateness.

How to Apply for Access

To get started, please complete the form below. Once your application has been processed, you will receive login details via email to sync your account with the NHS App.

Managing Your Health Information

Your GP practice is the data controller for your medical records. As part of our responsibility to protect patient safety, we may restrict or remove access to certain parts of your health record if it is deemed clinically necessary. This could include sensitive information or details that could potentially cause distress.

Need Help?

If you have any questions about online access to your GP health records or experience any difficulties, please contact our practice and a member of our team will assist you.

 Application for Access to Medical Records Form

Everyone working for the NHS has a legal duty to keep information about you confidential.

You may be receiving care from other people as well as the NHS. So that we can all work together for your benefit we may need to share some information about you. We only ever use or pass on information about you if people have a genuine need for it in your and everyone's interests. Whenever we can we shall remove details which identify you.  Anyone who receives information from us is also under a legal duty to keep it confidential.

Proxy Access to Online Services

This is where someone is given access to another person’s medical record. For example:

  • A parent or guardian who has legal responsibility for a patient under 11
  • A parent or guardian where a patient aged 11 or over has given permission
  • A parent or guardian who has legal responsibility for a patient between 11 and 16
  • Where a GP has assessed that the patient is not capable of making their own decisions re medical health
  • A carer for a patient over the age of 16 – we would need a letter from the patient giving them permission

A proxy (someone managing another person's records) does not need to be registered as a patient at the practice but must have their own online service login.

How Proxy Access is Given

To be granted proxy access, the patient must give informed consent. If the patient lacks the capacity to consent, the GP may decide it is in their best interest to allow proxy access. The level of access for each proxy can vary depending on their role in the patient’s care.

Proxy Access for Children and Young People

  • Under 11: A parent or guardian with legal responsibility can request proxy access.
  • Ages 11-16: Proxy access is automatically limited when a child turns 11. The GP may assess whether the child can consent to share their records. From ages 11 to 16, parents can manage some aspects, such as booking appointments or ordering prescriptions, but will not see past appointments or clinical records.
  • Ages 16 and above: Proxy access is removed when the patient turns 16 unless the young person consents to continue it. They can request to reinstate proxy access by visiting the practice with proof of ID.

When Proxy Access May Be Refused or Removed

The practice may refuse or withdraw proxy access if it is deemed to be against the patient’s best interests.

Gillick Competence

The 'Gillick Test' helps clinicians to identify children aged under 16 who have the legal capacity to consent to medical examination and treatment. They must be able to demonstrate sufficient maturity and intelligence to understand the nature and implications of the proposed treatment, including the risks and alternative courses of actions.

In 1983, a judgment in the High Court laid down criteria for establishing whether a child had the capacity to provide valid consent to treatment in specified circumstances, irrespective of their age. Two years later, these criteria were approved in the House of Lords and became widely acknowledged as the Gillick test. The Gillick Test was named after a mother who had challenged health service guidance that would have allowed her daughters aged under 16 to receive confidential contraceptive advice without her knowledge.

Fraser Guidelines

As one of the Law Lords responsible for the Gillick judgment, Lord Fraser specifically addressed the dilemma of providing contraceptive advice to girls without the knowledge of their parents. He was particularly concerned with the welfare of girls who would not abstain from intercourse whether they were given contraception or not. The summary of his judgment referring to the provision of contraceptive advice was presented as the 'Fraser guidelines'. Fraser guidelines are narrower than Gillick competencies and relate specifically to contraception.

  • EMIS competency code changes.
  • Record sharing.
  • Protocol trigger.

Making a Subject Access Request (SAR)

Introduction

Under the Data Protection Act, all living individuals (or their authorised representatives) have the right to request access to their health records.

Online Access to Medical Records

Since March 2016, patients can access coded information from their medical records as part of our online services. To ensure security, you will need to visit the practice or apply online for an identity check before access is granted.

How to Make a Subject Access Request

To request your medical records from Somerset Bridge Medical Centre, you must submit a written request (emails are accepted) to the Practice Manager, who is the data controller or apply online. If you cannot make a request in writing or online, please contact the practice for alternative methods.

 Subject Access Request Form

Costs

In most cases, there is no charge for accessing your health records or receiving a copy. However, a fee may apply if the request is deemed unfounded or excessive, based on administrative costs.

Once we have all the necessary information, your request will be processed within one month. In exceptional circumstances, this may take longer, but we will notify you of any delays.

Exemptions

In some cases, access to your records may be restricted, such as:

  • If sharing the information could cause serious harm to your physical or mental health, or someone else’s.
  • If the information includes details from a third party who has not consented to disclosure (this does not apply if the third party is a healthcare professional involved in your care).

Additional Information

If you are using an authorised representative to request your records, please ensure they understand which parts of your health record they should request, as they may gain access to all your records.

GPs have ethical obligations around how patient records are shared, and will explain to patients, in broad terms, the implications of making a Subject Access Request so they can make an informed decision on whether they wish to exercise their rights under the Data Protection Act.

Freedom of Information

A copy of our FOI Publication Scheme is available on request from the practice manager.

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