Access to Records

Under Data Protection Legislation, everybody has the right have access to, or request a copy of, information we hold that can identify you, this includes your medical record, there are some safeguards regarding what you will have access and you may find information has been redacted or removed for the following reasons:

  • Does not cause harm to the patient
  • That legal confidentiality obligations for the non-disclosure of third-party information are adhered to

You do not need to give a reason to see your data. And requests can be made verbally or in writing. Although we may ask you to complete a form in order that we can ensure that you have the correct information you require.

Where multiple copies of the same information is requested the surgery may charge a reasonable fee for the extra copies.

You will need to provide proof of identity to receive this information.

Type 1 Opt Out

Type 1 opt outs are recorded locally by your GP practice and your practice will be able to remove your information from being shared with other organisations if it is not for your direct care. If you wish to have a local opt out applied please speak to the receptionist.

National data opt-out

The national data opt-out was introduced on 25 May 2018, enabling patients to opt-out from the use of their data for research or planning purposes, in line with the recommendations of the National Data Guardian in her review of data security, consent and opt-outs.

By 2020 all health and care organisations are required to apply national data opt-outs where confidential patient information is used for research and planning purposes. NHS Digital has been applying national data opt-outs since 25 May 2018. Public Health England has been applying national data opt-outs since September 2018.

The national data opt-out replaces the previous ‘type 2’ opt-out, which required NHS Digital not to share a patient’s confidential patient information for purposes beyond their individual care. Any patient that had a type 2 opt-out recorded on or before 11 October 2018 has had it automatically converted to a national data opt-out. Those aged 13 or over were sent a letter giving them more information and a leaflet explaining the national data opt-out.  For more information go to National data opt out website at www.digital.nhs.uk/national-data-opt-out-programme.

To find out more or to register your choice to opt out, please visit www.nhs.uk/your-nhs-data-matters.

On this page you will:

  • See what is meant by confidential patient information
  • Find examples of when confidential patient information is used for individual care and examples of when it is used for purposes beyond individual care
  • Find out more about the benefits of sharing data
  • Understand more about who uses the data
  • Find out how your data is protected
  • Be able to access the system to view, set or change your opt-out setting
  • Find the contact telephone number if you want to know any more or to set/change your opt-out by phone
  • See the situations where the opt-out will not apply

How we use your medical records

This practice handles medical records according to the laws on data protection and confidentiality. We share medical records with health professionals who are involved in providing you with care and treatment. This is on a need to know basis and event by event.

Some of your data is automatically copied to the Shared Care Summary Record unless you have opted out. We may share some of your data with local out of hours / urgent or emergency care service as clinically appropriate

Data about you is used to manage national screening campaigns such as flu, cervical cytology and diabetes prevention. Data about you, usually de-identified, is used to manage the NHS and make payments. We share information when the law requires us to do, for instance when we are inspected or reporting certain illnesses or safeguarding vulnerable people.

Your data is used to check the quality of care provided by the NHS. We may also share medical records for medical research. For more information please see the privacy notices which are available upon request from reception. The privacy notice relating to direct care (Routine) is displayed in our information section and the remainder of our privacy notices are listed below:

  • Direct Care (Emergencies)
  • National Screening programs
  • Public Health
  • Summary Care Record
  • NHS Digital
  • Risk Stratification
  • Safeguarding
  • Care Quality Commission
  • Research
  • Payments for GP services