Access your medical records
Your medical record and the different types of health records
Your medical record is the information held by healthcare professionals about your health, care and treatment. It helps clinicians understand your medical history and provide safe, joined-up care.
Different parts of the NHS may hold different records about you. For example:
| Type of record | What it may include |
|---|---|
| GP record | Consultations, diagnoses, medications, allergies, test results, immunisations, referrals and letters received from hospitals or other services. |
| Hospital record | Outpatient appointments, hospital admissions, operation notes, scans, discharge summaries and specialist clinic letters. |
| Community or mental health record | Information from district nursing, health visiting, community therapy, mental health or other community-based services. |
| Shared care record | A local system that allows authorised health and care professionals to view relevant information from different organisations involved in your care. |
| Summary Care Record | Key information from your GP record, such as current medication, allergies and adverse reactions, used to support urgent or out-of-hours care. |
Your GP practice does not usually hold every record created by every NHS service. For example, detailed hospital notes, scans or ambulance records may be held by the organisation that provided that care. NHS Digital advises that patients who want copies of medical records should contact the GP surgery or healthcare setting that provided the care or treatment.
How to access information in your medical record
Your GP record includes information like any conditions or allergies you have and any medicine you're taking.
Most patients will automatically be given access to more information added to their GP record from November 2023. This includes letters, test results and appointment notes.
Some people may also have access to information added to their GP record before this date and some people my not have any.
As trustees of the information in your records it is our responcibility to protect that information and those it could effect.
You can access your GP record and or nominate someone you trust to access it too.
The easiest way for many patients to access their GP record is through the NHS App or by logging in to their NHS account online.
Through the NHS App, patients may be able to view information from their GP health record, including:
| Information | Where to look in the NHS App |
|---|---|
| Medicines and repeat prescriptions | Prescriptions |
| Appointment notes and consultation updates | Appointments |
| Test results | Test results |
| Letters and documents | Documents |
NHS App guidance says patients can view parts of their GP health record through the app, including prescriptions, appointment notes, test results and documents. NHS Digital also states that patients can view new information from their GP health record, including appointment notes, test results, medicines and allergies.
Why we are promoting access through the NHS App
We encourage patients to use the NHS App because it is usually the quickest and most convenient way to view information already available in your online GP record. It can help you:
| Benefit | What this means for you |
|---|---|
| Check information yourself | You can review medicines, test results, appointment notes and documents without needing to phone the practice. |
| Prepare for appointments | You can look back at recent notes, results or hospital letters before speaking to a clinician. |
| Manage your care | You can request repeat prescriptions, view messages and manage some appointments online. NHS online account guidance lists these as available services. |
| Reduce delays | Online access can often be quicker than requesting copies of records manually. |
Patients aged 16 and over registered with a GP practice in England should generally have access to new GP record entries through their online account unless an exception applies or the patient has chosen not to have access.
You can get your GP record by logging into your account using the NHS app or NHS website.
First, you need to register for online services and prove who you are. You can do this when you create an account.
You'll need to ask your GP surgery for online access to your full record, or you'll only see your medicines and allergies.
Get your GP record using your NHS account
By speaking to your GP surgery
You can ask for your GP record at your GP surgery.
Find your GP surgery
What if I cannot use the NHS App?
You can still contact the practice for help. We can advise you about other ways to access your record, including online access through the NHS website, approved patient-facing services, or requesting copies where needed.
You'll have separate records for any NHS service you go to including your GP surgery, hospital, dentist or opticians.
Medical records hold information about you. They are also sometimes called health records.
How to get your record depends on which record it is.
Subject Access Requests, Freedom of Information requests, and why online record access is usually better for patients
What is a Subject Access Request?
A Subject Access Request, often called a SAR, is a request for a copy of your own personal information. In healthcare, this can include information from your medical record. The Information Commissioner’s Office explains that subject access gives individuals the right to obtain a copy of their personal data and other supplementary information.
You can make a SAR verbally or in writing. NHS England guidance says a patient may ask for information held about them in writing, by email or verbally, and the request does not have to be sent to a specific person.
A SAR may be useful if you need a formal copy of information, need older information not visible online, or need records for a specific legal, insurance or administrative purpose.
What is a Freedom of Information request?
A Freedom of Information request, or FOI request, is different. FOI is for requesting recorded information held by a public authority, such as policies, spending information, meeting minutes or service information. It is not the correct route for asking for your own medical records.
NHS England states that if you want personal information, including medical records, this is not an FOI request and there is a different way to request it. The ICO also explains that if you want your own personal information from a public authority, you should make a subject access request.
SAR vs FOI: what is the difference?
| Request type | Use this for | Do not use this for |
|---|---|---|
| Subject Access Request | Your own personal information, including medical records. | General questions about how an organisation works. |
| Freedom of Information request | Recorded non-personal information held by a public authority, such as policies, procedures, statistics or spending. | Your own medical records or private health information. |
Why online access is usually better than making a SAR
For many patients, using the NHS App or NHS account is quicker and simpler than making a Subject Access Request.
| Online record access | Subject Access Request |
|---|---|
| Usually available immediately once access is enabled. | Requires the organisation to locate, review and provide the information. |
| Lets you check information whenever you need it. | Usually produces a copy at a point in time. |
| Helps you view medicines, test results, appointment notes and documents yourself. | May be more suitable for formal copies, older information or complex requests. |
| Reduces the need to phone or submit forms for information already available online. | May take longer, especially if the request is broad or involves older/paper records. |
NHS England notes that providing patients with online access to their GP record empowers them to access their record themselves and should reduce the number of SARs practices receive.
Virtual Care Navigator
When you call us about accessing your medical record, our Virtual Care Navigator will first direct you to this website and our promotions of the NHS App or NHS account, because this is often the quickest way to view information already available in your GP record.
If once you have read this page fully you still feel a Subject Access Request is what you need then it is still available if you need a formal copy of your personal information, need information that is not available online, or need help accessing records in another format. You can request a formal SARS request form from reception by either popping into the surgery or by requesting through our online concultation tool.
A Freedom of Information request should not be used to request your own medical records.
Accessing someone else’s information
Accessing someone else’s medical information: proxy access and linked profiles
Some patients need help managing their healthcare online. A parent, family member, carer or representative may be able to access GP online services for someone else. This is called proxy access. In the NHS App, this is usually shown as linked profiles or Manage health services for others.
Proxy access must be set up by the GP practice. The practice decides whether access is appropriate and which services the proxy user can access.
As a parent, family member or carer, you may be able to access services for someone else. We call this having proxy access. We can set this up for you if you are both registered with us.
What proxy access can allow
Depending on what the GP practice agrees, proxy access may allow someone to:
| Proxy access may allow the person to | Examples |
|---|---|
| Order repeat prescriptions | Request regular medication for the person they care for. |
| Book or manage GP appointments | Help arrange appointments where this service is available. |
| View GP record information | View some or all of the health information held in the GP system, depending on the level of access agreed. |
NHS Digital guidance says GP practices can grant access to book appointments, order repeat prescriptions and view some or all health information held in the GP IT system. Some NHS App services are not available through proxy access, such as managing hospital outpatient appointments, changing the nominated pharmacy, or sending and viewing messages from the other person’s profile.
Who can request proxy access?
Proxy access may be suitable for:
| Situation | What this means |
|---|---|
| Parent or guardian of a child under 16 | A parent or guardian with legal parental responsibility may ask the GP practice to set up access. |
| Family member or carer supporting an adult | The adult usually needs to give informed consent before access is granted. |
| Representative for someone who cannot manage their own care | The practice will consider whether access is appropriate, including consent, capacity, safeguarding and best interests. |
For children and young people, access may change as the child gets older. NHS Digital advises that proxy access should be reviewed when a child reaches an age between 11 and 13, and again at 16. If access is not reviewed before these age milestones, the family member or carer may automatically lose access in the NHS App.
How to request proxy access
Patients, parents or carers should contact the GP practice and ask about proxy access. The practice may ask for:
| What the practice may need | Why it may be needed |
|---|---|
| A completed proxy access form | To record the request and what access is being asked for. |
| Proof of identity | To confirm the identity of the person requesting access. |
| Proof of parental responsibility, where relevant | For parent or guardian access to a child’s services. |
| Consent from the patient | For adults, and for children or young people who are able to understand and make their own decision. |
| Evidence of legal authority, where relevant | For example, where someone has formal authority to act on behalf of another person. |
The GP practice will assess whether proxy access is appropriate before setting it up. This is important because proxy access can include sensitive medical information. NHS Digital specifically notes that proxy access could put some vulnerable patients at risk, so practices need to balance the benefits with safeguarding considerations.
To requests proxy access, please collect a proxy access form from reception from 9am to 6pm.
How accounts are linked in the NHS App
Once proxy access is approved, the GP practice links the two profiles in the GP clinical system:
| Account | Role |
|---|---|
| The patient’s profile | The person whose GP services or record information will be accessed. |
| The proxy user’s NHS account | The parent, family member, carer or representative who will manage services on the patient’s behalf. |
After the accounts are linked, the proxy user signs in to their own NHS App or NHS account. They can then switch to the other person’s linked profile through Manage health services for others.
Usually, both people need to be registered at the same GP practice to use linked profiles in the NHS App or NHS website. If they are registered at different GP practices, the surgery setting up access may need to provide login details for another approved app or website.
Important safeguards
Proxy access is not automatic. The GP practice must decide what level of access is appropriate. Access can be limited, reviewed, changed or removed.
| Safeguard | What it means |
|---|---|
| Consent | Adults with capacity usually need to agree before someone else is given access. |
| Capacity and best interests | If a patient cannot make the decision themselves, the practice will consider the appropriate legal and safeguarding position. |
| Child confidentiality | Access for parents or guardians may be reviewed or limited as a child becomes older and more able to make their own decisions. |
| Level of access | A proxy may be able to order prescriptions but not view the full medical record, depending on what is agreed. |
| Review dates | NHS Digital says all proxy access should have a time limit and regular review reminders. |
Suggested wording for the VCN
If you help care for a child, family member or another person, you may be able to access some GP online services for them using proxy access. In the NHS App this is called linked profiles.
Proxy access must be approved and set up by the GP practice. The practice will check whether access is appropriate, whether consent is needed, and what level of access should be given. Once this is set up, you use your own NHS App or NHS account and switch to the other person’s linked profile to help manage their GP services.
Once proxy access is set up, you can access the other person’s profile in your NHS account, using the NHS App or website.
The NHS website has information about using linked profiles to access services for someone else.
Page created: 11 July 2024