Accessing Your Record
A note about Medical Records
Sometimes when people view their medical records they see things recorded in ways that they don’t understand or in which don’t fully record the medical problems that they have or have had.
There are a number of reasons that may account for this:
- It may have been incorrectly recorded or dated. If you are viewing your medical records and something is clearly wrong, please let us know so we can investigate and correct it. If possible, let us know of problems in writing rather than by telephone. Please do not book an appointment just to raise concerns about details in your medical record.
- It may not be able to be exactly recorded due to the limitations of the system used to “code” medical information. Much of the information in medical records is recorded using medical terms that the computer system recognises. Unfortunately the number of computer recognised terms is not as extensive as enormous variety of medical conditions that people have. Rare, very detailed and newly described conditions or procedures are often not available on the coding system so we have to use approximations. We have to accept and work with this.
- Remember that medical terminology does not always have exactly the same meaning as when the words are used in day to day conversation.
Access for Others:
Consent to Share Information
Giving someone power of attorney
Data Sharing Preferences
Multidisciplinary Teams
Health and care professionals provide care as a local team. This means that the right people can work together to ensure your care is planned and co-ordinated. They work within strict rules and focus on getting the best outcomes for their patients. They are ethically accountable to their professional bodies for their actions, including on what is appropriate to share and when. Sharing is subject to strict written agreements and/or contracts on how it will be used with tight controls to maintain confidentiality and security.
Organ Donation
Law Change regards Organ Donation
The law has changed regards organ donation – the system has changed from and opt in system to an opt out system.
Sharing your Information with Others
Collecting and sharing information is essential to provide safe and effective healthcare.
Appropriate information sharing is an essential part of the provision of safe and effective care. Patients may be put at risk if those who provide their care do not have access to relevant, accurate and up-to-date information about them.
All staff have an ethical and legal duty to keep patient information confidential.
If you do not wish your health information to be shared please notify the Practice in writing, in order that we may update your record.
Summary Care Records (SCR)
Summary Care Records (SCR) are an electronic record of important patient information, created from GP medical records. They can be seen and used by authorised staff involved in a patient’s direct care, both within the Practice as well as in other areas of the healthcare system.
For more information, visit the NHS Digital website: Summary Care Records (SCR) – information for patients – NHS England Digital
How we use your data
Confidentiality
The practice complies with the Data Protection Act. All information about patients is confidential: from the most sensitive diagnosis, to the fact of having visited the surgery or being registered at the Practice. All patients can expect that their personal information will not be disclosed without their permission except in the most exceptional of circumstances, when somebody is at grave risk of serious harm.
All members of the primary health care team (from reception to doctors) in the course of their duties will have access to your medical records. They all adhere to the highest standards of maintaining confidentiality.
You have a right to know who holds personal information about you. This person or organisation is called the Data Controller. In the NHS, the Data Controller is usually your local NHS Health Authority and/or your GP Surgery. The NHS must keep your personal health information confidential. It is your right.
Please be aware that our staff are bound to the NHS code of confidentiality; they are therefore not permitted to discuss any of our patient’s medical history, including their registration status, without their written consent to do so.
Once written consent has been received and verified with the patient we can provide you with information as required; this includes communicating with you on behalf of the patient with regards to any complaints, but excludes patients who are unable to act on their own behalf and already have a designated person or carer responsible for their medical care.
Under 16s:
The duty of confidentiality owed to a person under 16 is as great as the duty owed to any other person. Young people aged under 16 years can choose to see health professionals, without informing their parents or carers. If a GP considers that the young person is competent to make decisions about their health, then the GP can give advice, prescribe and treat the young person without seeking further consent.
However, in terms of good practice, health professionals will encourage young people to discuss issues with a parent or carer. As with older people, sometimes the law requires us to report information to appropriate authorities in order to protect young people or members of the public.
Useful Websites:
We therefore respectfully ask parents, relatives and guardians not to request information regarding their relatives/friends or to complain on their behalf unless we have their written consent that you may do so. If consent is required we advise that the person concerned attends the Practice to complete the required form.
Privacy Policy
This is the privacy notice of The Adam Practice. In this document, “we”, “our”, or “us” refers to The Adam Practice located at; 306 Blandford Road, Poole, Dorset BH15 4JQ.
Telephone number: 01202 679234
Email: [email protected]
This website collects some personal data from users, as stated in our website provider’s Privacy Policy.
Our Practice aims to ensure the highest standard of medical care for our patients and we are committed to protecting and respecting your privacy. To do this we keep records about you, your health and the care we have provided, or plan to provide, to you. This Privacy Policy does not provide exhaustive details of all aspect of the collection and use of personal information by the practice. However, we are happy to provide any additional information or explanation needed.
If you would like to view this information in an alternative format, for example large print or easy read, or, if you need help communicating with us, for example because you use British Sign Language, please let us know via email to [email protected]
Our Privacy Notice
Compliance with the Law
Our Privacy Policy has been compiled so as to comply with the Law of every country or legal jurisdiction in which we aim to do business. If you think it fails to satisfy the Law of your jurisdiction, we would like to hear from you.
However, ultimately it is your choice as to whether you wish to use our website.
Further Information – Understanding Patient Data
Understanding Patient Data’ supports better conversations about the uses of health information. Our aim is to explain how and why data can be used for care and research, what’s allowed and what’s not, and how personal information is kept safe. We work with patients, charities and Healthcare Professionals to champion responsible use of data.
Review of this Privacy Policy
We may update this Privacy Notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.
If you have any question regarding our Privacy Policy, please contact us.
Online Access
Proxy Access
Giving another person access to your GP online services
As an over 16 year old you can choose to give another person access to your GP online services on your behalf. They can be given access to order repeat prescriptions and/or review your full clinical record, including any test results.
Please note: currently patients are unable to book or cancel appointments using SystmOnline. This should be done through Klinik.
Who can have access?
You choose who you want to give access to. This could be your carer, partner, parent or another family member. You can also give access to more than one person.
Giving access to another person is your choice. No-one can go to your GP surgery and ask for access to your online services without your permission.
SystmOnline Access
When giving someone online access you can choose exactly how they use your record. However currently there are only two uses for SystmOnline:
- to order repeat prescriptions
- review your GP record, including viewing test results.
You can decide whether to let them use one or both of these services.
You may wish to allow another person to use your online services for different reasons. For example:
- You are very unwell or just need help managing your health
- You have a long term condition ,for example diabetes, heart disease, asthma or high blood pressure and would like support with checking test results, ordering repeat prescriptions and understanding your treatment
- You are finding it more difficult to look after yourself, for example due to memory issues or speech difficulties
- You have learning difficulties and want someone else to help you understand your health
- You have a carer who can help you manage your health
- You may be planning for the future or choosing someone to hold lasting power of attorney for health and social care for you
- You work away from home or are just busy and need help with booking appointments or ordering repeat prescriptions.
- You are not comfortable with using computers, smart phones, or tablets
- You are a young person and would like your parent or guardian to look after your health
For more information on GP online services for carers, see our leaflets ‘GP online services for carers including young carers’ and ‘Giving employed carers access to your GP online services’. These can be found at Getting started with GP online services.
Requesting Proxy Access – Over 16s including adults
If you are over 16 years and you would like a carer, partner, parent or another family member to have proxy access to your partial or full online medical record, then please complete and submit the form below to your surgery:
Form – Online Access to Health Records
Please note your request will be reviewed by your registered GP who will determine whether this request is appropriate.
Requesting Proxy Access – Children 0-16 years
0 -10 yrs & 11 months – During this age parents are able to have partial proxy access to request repeat prescriptions for their child. However at The Adam Practice we do not allow full record access to parents, unless there is significant clinical justification for this. All requests are reviewed by our executive GPs and the child’s registered GP.
All levels of parental proxy access will be automatically stopped by the SystmOnline system, when the child turns 11 years old, under national guidelines.
As a practice we will only grant proxy access to parents of children over 11-years old if there is significant clinical justification, which must be approved by their registered GP.
Klinik – After a child turns 11-years old, a parent should use Klinik to order online repeat medications and book appointments for their child.
From 13 years old, a child can apply for the NHS App to access their record and order repeat medications themselves or with the support of their parent/guardian.
For under 16s – We will only accept requests for parental proxy access via a formal written request to the practice, this can be done using the ‘general enquiries’ tile on the Klinik homepage.
Benefits
Before giving another person access, you should think about what the benefits will be for you. If you cannot think of any, then you should think very carefully whether allowing them access is the right thing to do. Some of the benefits are:
- You have peace of mind that someone is supporting you with managing your health
- The person you choose can help you make sure the information your surgery has about you is correct, for example your medication and allergies.
- You know that someone else understands your medical information and can provide information when you are unable to. This could be when you are unconscious or too unwell to speak or when you need help explaining or understanding something
- You can benefit from the convenience of using GP online services even if you do not use a computer or do not have access to the internet
- If you have a carer, using GP online services can save them time allowing them to spend more time looking after your needs.
What other patients who use this service had to say
‘I access my son’s online services to order his repeat prescriptions, it is definitely worthwhile and saves a trip to the surgery. As long as I can remember my login details, it is easy to use. I use this service every couple of months when prescriptions are due.’
Andy, Street Lane Practice.
‘My daughter having access to my GP records gives me peace of mind and the knowledge that I am being cared for.’
Freda, Rotherham Road Medical Centre.
How it works
The recommended and safest way to give another person access to your online services is for them to have their own username and password. If you use online services yourself, you should not share your username and password with anyone. If you share your username and password, your surgery cannot tell whether you or someone else accessed your online services. This may be a problem if someone else misuses your login details and your surgery has to look into this.
How to sign up
The steps below show how you can give another person access:
- You contact your surgery to let them know you would like to give your chosen person access to your GP online services by completeing the Online Access to Health Records Form. You may also choose to register for online services for yourself if you do not already use them
- The Practice will give your chosen person a short form to fill in. You will also need to sign to confirm you agree with the information on the form. You can also choose whether you only want them to book appointments or order prescriptions or use all the services on your behalf. It is up to you
- Your chosen person will need to show your surgery their photo ID and proof of address, for example, a passport or photo driving licence and a bank statement or council tax statement. If they don’t have the required ID, speak to staff at the surgery, who may be able to help confirm their identity in another way
- Staff at the Practice will make a decision on whether to give your chosen person access to your GP online services. If we decide not to give them access, we will discuss their reasons with you
- The staff will give your chosen person their own username and password to use to login to your GP online services.
Things to consider before giving another person access
- Is there any information in your records you would not like anyone to see or know about?
- Can you trust the person to keep your information safe and not share it with others or use it without your permission?
- Is any one forcing you into sharing your online services with them or do you think someone could force you to share it with them? If so, we would advise that you do not give them access. If you have any concerns that someone has access to your online records without your permission, speak to your surgery and they can change your password or stop your online services
- How long would you like your chosen person to have access for? This can be for a short time, for example when you are suffering from a certain illness and you need support with managing your health during that time. It can also be ongoing so they can help you for a long period of time. You can discuss this with the Practice.
Lasting power of attorney for health and welfare or court appointed deputy
When a person is unable to make decisions for themselves, another person, usually a partner or close family member can be given legal responsibility over decisions concerning their life by the courts. This is called Health and Welfare Lasting Power of Attorney. A person with lasting power of attorney can ask the patient’s surgery for access to their online services. The GP will make a decision whether this should be allowed.
If you know that you would never want a particular person to have access to your online services if you become unable to make your own decisions, you should tell your GP and they will never share them with that person.
Why your surgery may refuse to give your chosen person access
On rare occasions, your GP could refuse to allow your chosen person to use GP online services on your behalf. If this happens, your GP will discuss their reasons with you. Some of the reasons your GP could have are:
- Your GP does not think it is in your best interest for your chosen person to use these services on your behalf
- You or your chosen people have misused online services in the past
- The Practice is concerned that your chosen person will not keep your information safe
- The Practice suspects someone is forcing you to give them permission to use your online services
- You are not able to make decisions for yourself.
- You are a child between the ages of 0 -16 yrs old
Why your surgery can stop the service
- We believe your chosen person is forcing you to share your GP records with them or with another person.
- Your chosen person has misused your GP information
- You are no longer able to understand or remember that you gave your chosen person permission to use online services on your behalf
- You have told the Practice in the past that if you become unable to make decisions for yourself, you do not wish for your chosen person or anyone to have permission to your online services
- You have died.
How you can stop the service
You can choose to take away access to your GP online services from your chosen person at any time. To end the service, you need to let your surgery know you would like them to switch off online access for your chosen person and give them the reason. Your surgery will then stop the service and your chosen person will not be able to use their login details to look at your information.
Why you may want to stop access
Some of the reasons you can choose to end the service are:
- You only needed your chosen person to support you for a short time, for example when you were suffering from a certain illness and you needed help with managing your health during that time
- You want to give this responsibility to another person, for example, if you have a new carer or personal assistant
- Your relationship with your chosen person has broken down
- Your chosen person has misused information in your GP records, for example, they have collected medication in your name or they have shared your private information with someone without your permission.