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Please note – Online services are only available to patients aged 16 and over.
There are different levels of access available to patients. All requests for Online Access will be dealt with on a patient by patient basis and the suggested access will be granted within the agreed timescales.
Basic Patient Access - allows you to book appointments online, order repeat medications and change your contact information.
Please complete the Basic Patient Access Consent Form for this service. Please bring the completed form and 2 forms of ID to the surgery: one with a photo and one with your address (usually a utility bill, bank statement within the last 3 months). We require ID because you are getting access to sensitive information and we need to verify your identity.
You will be given your online registration details by reception staff - this will include a pin, the practice ID and your NHS number. You will need these details to register for online access.
Detailed Coded Records Access (DCRA) - in addition to the above, allows you to view information about your medication, test results, allergies, immunisation and appointment coded data.
The 2015/16 GP contract stipulates that practices need to allow patients Detailed Coded Records Access (DCRA).
Once you received your patient access for appointments and repeat prescriptions, you may decide to complete an application form to access your medical records. A form must be completed by patients prior to any request for DCAR online access being enabled. This form will need to be completed and returned with a copy of a photo ID and a confirmation of their address, name and date of birth. Acceptable documents include passports or photo driving licences and a utility bill or a bank statement. A medical professional will have to approve patients' access. Upon approval, this function in your medical records will be added to your current online patient access account and you will be contacted by our reception team who will advise you that the access has been granted.
Detailed Coded Record Access form
If you already have Summary or Advanced online access to your medical records (previously issued before March 2016) and you would like to receive Detailed Coded Record Access (DCRA), please fill in Detailed Coded Record Access form. The practice will not automatically grant access to DCRA to those patients currently with basic patient or advanced access. Patients wanting access to their Detailed Coded Information MUST complete and submit another consent form. This will be considered within the practice and granted if deemed appropriate within 21 days.
All patients must be deemed competent to be granted Detailed Coded Record Access (DCRA), however, some elements may be marked as sensitive/confidential and will not be shared via Online services.
Patient Access does not override a patient’s right to submit a Subject Access Request to paper copies of your data which will be processed following our practice protocol in line with the Data Protection Act 1998.
At any point the practice can revoke Online Access to patients if the functionality is abused. This will be dealt with internally following practice protocols as stated as above.
Patients accessing their records online will have access to limited information. As a result of this, the patient continues to have the right to submit a Subject Access Request under the Data Protection Act 1998. However, as this differs from access via online services the patient must submit this request in writing to the practice. The practice still have the right to charge a fee for providing the information in a printed form. Patients accessing their Coded Data online are able to copy and paste or print the information from the screen thus there is no fee for this.
This practice accepts applications from patients for DCRA as well as their proxy. Proxy access refers to access to online services by somebody acting on behalf of the patient with the patient’s consent.
A competent patient can choose and consent to allow access to relatives and/or carers. A form for proxy access must be completed.
The practice reserves the right to review and remove access at any point in the future if it is thought that it is in the best interests of the patient or if the services are being misused.
ID verification is required to ensure access is granted to patients/proxy users that have a legitimate reason to access a record. This will prevent access being granted to the wrong person and support the practice to adhere to information security guidelines.
Vouching for a patient’s identity requires an authorised member of the practice staff who knows the patient well enough to verify that they are who they say they are, and that no deception is taking place. Self-vouching will not be considered as usual practice and will be at the discretion of the Practice Manager.
Practice Admin Team will be able to grant online Patient Access to patients who present with the correct identification, for appointments and medication on the same day.
If patients request access to their detailed coded information, they will be notified that it may take the practice up to 21 days to review their application and grant access if appropriate. This is a guide only and in some circumstances may take longer.
Considerations/Approval of Access
The practice will not approve on-line access to detailed coded information if it is deemed that it may cause physical and/or mental harm to the patient.
Patient records will be checked by trained members of staff within the practice whose names will be communicated internally.
Named staff will be responsible for checking if patients are on certain registers for example, learning difficulties, child protection or mental health registers or patients who have been identified as a possible victim/perpetrator of domestic abuse. Named staff will consult with the patients usual GP if required before access is granted /denied.
Mental Health Problems
- Patients within the Practice with a mental illness have as much right as any patient to have access to their records, however
- If there is a likelihood that access to their record may cause an individual physical or mental harm then it may be necessary to redact some of the information within their record, or
- In extreme circumstances, refuse access to the whole record, in this circumstance the named GP responsible for the care of the patient will have a conversation with the patient to explain the reasons for refusal of access.
Online access for children under 16 years old.
- The surgery does not provide any online access to children and parents to child’s records or appointment system
- Once the patient reaches the age of 16, the patient will be allowed access like any other patient
‘Coercion’ is the act of governing the actions of another by force or by threat, in order to overwhelm and compel that individual to act against their will.
If the patient believes that they may be pressured into revealing details from their record to someone else against their will, the practice will advise patients against registering for online services.
The practice will consider the risk of Coercion on a case by case basis as requests for access are received, and if necessary will decline access.
The patient’s named GP will discuss with the applicant the reasons for refusal of access.
If coercion is identified as a risk with regard to a patient previously registered for online services, then access will be immediately removed.
Hiding sensitive consultations
All domestic abuse consultation will be highlighted as confidential and will therefore be removed from online viewing. It must be made clear to patients that anything they say in relation to this during a consultation will not be viewable online.
Any consultations of a sensitive nature may be highlighted as confidential. Access to online records will be on a patient by patient basis.
3rd Party Information
This practice will not share any information held within a clinical record that is deemed as 3rd Party Information without explicit consent from the 3rd Party. Any of our patients wanting access to these details must make the practice aware by submitting a Subject Access Request.
Inappropriate use of the appointment system
If you decide to misuse the surgery's online appointment booking system, the surgery has the right to:
- first issue an initial warning letter.
- If the action continues, the surgery will suspend access for two calendar months.
- If the abuse continues, the surgery will inform the patient that their ability to book/cancel online appointments will be removed on a permanent basis.
FORMS and INFORMATION LEAFLETS
Patient Access information leaflet
Detailed Coded Record Access leaflet
Patient Access Registration
Detailed Coded Record Access Application Form
Proxy Access form