Sharing Medical Data for the Purposes of Your Healthcare

As part of your ongoing healthcare you may require the care of another NHS Healthcare organisation. To help the clinicians who care for you, where possible, they need to be able to access your medical record. We do share information with other NHS organisations. If this is something that you don't want us to do, please let us know and we will record your wishes accordingly. The computer system we use in the surgery is SystmOne, which is used widely across NHS and care organisations to maintain accurate medical records about you. 

These records store important and often sensitive, confidential information about your illnesses and the care you have received in the past. Your record may contain contributions from various health and social care organisations, especially if your needs are complex. These may include records from urgent care settings to the physiotherapy service you may have attended. 

Organisations can access your medical record if you give them permission. This is likely to benefit the care you receive. You may choose to decline to have your information shared in this way but this could disrupt your care. You may also change your mind about sharing at any time. Organisations using SystmOne should only access your record when they are involved in giving you care. 

We aim to ensure that your choices about how your information is shared are respected. 

We will ask you to give us your preferred mobile phone number or email address which will be recorded on your medical record. This means that when another organisation asks to access your record, we can send you a verification (security) code which allows you to choose whether to let that organisation access your medical record or not. 

For example, you may be working or on holiday in another part of the country and need care from a hospital, or clinic. Having access to your whole medical record will benefit the care they can provide you. It may allow for better care provision if healthcare workers can access your full medical record. 

If you already use the SystmOnline patient portal, you can select organisations to allow or prevent them from accessing your records. 

If you do not have a phone or email address and don't use SystmOnline, staff in the surgery will be able to record your choices about which organisations you are happy to share your entire record with. 

When you receive care close to home you will not usually need to give a verification (security) code but you should always be asked what your choices are about record sharing. 

Sharing Medical Information With a Third Party

You may, at some point, have a need to ask a relative or carer to contact us on your behalf.

Due to the strict rules and guidelines we work to, we require your written consent to permit us to share this information with another specified person. This is then recorded on your medical record so that all staff at the Practice are aware of your wishes.

A copy of the consent form can be obtained from reception or download a copy here.

Once fully completed please return it to the Practice. 

There are many ways we are required to share your data with the NHS.

Summary Care Records (SCR)

This is a national database of medical information which includes;

  • Name and address

  • Allergies

  • medications

This data is for direct clinical care and is extracted and uploaded from your record. The aim of this database is to potentially make this medical data available to emergency doctors in A&E departments and Out of Hours centres should the need arise and you give consent to allow this information to be viewed. 

For more information about Summary Care Records and how to 'Opt Out' (if you choose to)  please click here please click here

General Practice Extraction Service (GPES)

GPES is the national primary care data extraction service managed by the Health and Social Care Information Centre (HSCIC).

GPES is capable of obtaining information from all GP practices in England for specific and approved purposes. GPES is the tool used by the HSCIC to extract data and therefore will be the default system by which GPs disclose data to the HSCIC for GPs can choose to use another system provided that this is acceptable to the HSCIC.