Enhanced Online Medical Records Access for Patients

Following concerns raised by the Information Commissioner and the British Medical Association, we have taken the decision to operate an ‘opt-in’ system only for this. Below is a full explanation of why, and what you need to do next.

GP practices have been instructed to provide you with access to your full medical record no later than 31st October. This is to be accessible via the NHS website and the NHS app on a smartphone.

Your GP medical record contains consultation notes based on conversations between you, your GP and their team: medicines prescribed to you; all test results including hospital investigations; allergies; vaccines; your medical conditions; documents that may have been sent from hospitals, clinics or other agencies (e.g., the police or social services). Your medical record is likely to contact the most sensitive and personal information about you.

The protection of this information is governed by the Data Protection Act (2018). It would be completely unacceptable and potentially harmful for a person’s confidential medical information to be accessed by an unauthorised person, inadvertently or through coercion or force.

We are supportive of providing you with access to your record, but we wish to do this safely and make you aware that this is happening so that you can opt out, if you so wish. You may wish to speak with us first to understand what it is that you will see, and the risks which may be involved in having such confidential data either on your smartphone with the NHS app installed or online if other people might have access to that information through your devices. If you are in a difficult or pressured relationship for example, you may prefer your records to remain accessible only to those treating you, with them not appearing on your smartphone or online. The Information Commissioner has specifically stated that stringent safeguards must be in place to guard against this.

There are different levels of access that you can have to your medical record. Everyone can have access to their medication history and allergies, for example, and will be able to order their repeat prescriptions. It’s also possible to request access to what we call your ‘coded record’ where you can see a list of medical problems and results. You can also request access to the ‘full’ record where you will be able to see everything, including the notes which have been written by doctors, nurses and others involved in your care, at the GP surgery, and elsewhere.

It’s important to remember that these documents may, at times, contain information that could be upsetting, especially if they contain news of a serious condition. It can also be a cause for worry seeing results online when it isn’t clear what the results might mean, and no one is available to ask, as can be the case during the evening or at weekends, for example.

Sometimes people with a mental health condition might prefer not to see documents that remind them of difficult times in their life. Letters from mental health teams sometimes go into detail about past events, and great care would be needed in deciding whether you would want to see these letters. It is possible for individual items to be hidden at your request.

Great care is also needed in case private details might cause harm at home, should people in a difficult or pressured relationship be forced to show their medical record to an abusive partner. Anyone in such a position should make this clear to us at the practice, so we can take steps to keep you safe. This might mean removing access through the NHS app for the time being, or through a careful process where we hide sensitive things. This is something you should discuss with us.

Requesting access – what do I need to do?

We have taken the decision that the risks of inadvertent disclosure of sensitive personal medical information greatly outweigh the inconvenience of our patients having to opt-in for full enhanced access. We are therefore operating and ‘opt in’ system.

The easiest way to get access is to create an NHS login through the NHS app. Although you can also access your GP records via the internet on a computer, the first bit is easiest if done through a smartphone. If you don’t have one, you may have a family member or friend you trust who can help you. You can also ask your practice receptionist, but you’ll need some proof of who you are, eg a passport, driving licence or household bill.

If you use the NHS app, you’ll have to set up an account using a unique e-mail address and then ‘authenticate’ yourself to the NHS system to prove you are who you say you are. This will involve confirming your name, date of birth and contact details. The NHS login has several levels of authentication and to gain access to your records you’ll need the highest level of authentication. This generally involves you recording a short video of yourself to prove you are a real person as well as uploading a copy of a suitable identification document.

Once you have suitably authenticated yourself to the NHS app and created your NHS login you can approach your us and ask for access, being mindful of the risks associated with access and the importance of not sharing passwords or having them stored in your smartphone if you think other people might want to see them without your permission. If you have any concerns, you should explain these to our practice team who can guide you.

Please can you use the link below to request access to your prospective medical records.

www.downlandpractice.nhs.uk/navigator/ask-a-doctor-a-question/

On receipt of your request, you will receive a text message from the practice, this will have a link to a questionnaire that will come back into your medical records. This will record that you have understood the responsibilities and protection measures for having access to your online medical records. The practice aims to have access with you after 4 weeks of receiving the questionnaire back from you.

Non-urgent advice: Please Note

It will be your responsibility to keep your login details and password safe and secure. If you know or suspect that your record has been accessed by someone that you have not agreed should see it, then you should change your password immediately. There is no online access to young people age under 16 years.

Young People Under 16 years

Online access to their medical records is turned off for all people under 16 years of age. If you think there are exceptional circumstances for you (parent or guardian) to have online access i.e. the young person has significant learning disabilities etc then please use the above link to access prospective medical records and we will consider on a case by case basis.

Young People’s Access to GP Online Services

Young People aged 16-18 years of age

We do encourage you to opt in and have access to your medical records online, this will be a big step for a lot of people but this action will have you prepared to take ownership of your own medical records.

Help and advice – Please press control and click to access the below links for advice on the online access services available to you.

Find out more about how to get your medical records, including what to do if you do not want access to your GP record online.