Sharing Your GP Record
Caring by sharing – supporting your healthcare at all times
Many people think their GP Record is available to all healthcare professionals involved in their care; but this is not generally the case. It is very common that each healthcare professional you see keeps a separate electronic record about you. This can mean important information may not be communicated between health services as well as it could be.
From time to time it is therefore helpful for us to be able to share information about your health and care requirements with other health organisations that are providing you with direct healthcare. Across Nottinghamshire we are introducing a local GP Record sharing model which will allow us to make relevant medical information from your GP Record available to other healthcare professionals at the point of need when they are providing care for you. However you will be asked for consent at the point of contact for your GP information to be viewed by a care professional outside your GP practice.
You will always be asked for your explicit consent before healthcare professional accesses your GP Record. If you say “No” the care professional will not be able to see your medical information. However there may be exceptional/emergency situations (e.g. if you were unconscious) where a health professional may access your GP record if deemed in your best interests to provide care.
Examples of organisations that may access your GP health information include Out of Hours Teams, Walk in Centres, Hospitals /A&E Departments and Community Healthcare Teams.
Making your GP record available in this way is designed to ensure that the healthcare professionals looking after you have the most relevant up to date information to enable them to provide you with the most appropriate care. It may also mean that you won’t have unnecessary tests, have to repeat information or be given drugs that you may be allergic to for example.
If you wish to only make certain parts of your GP record available and not all of it then you can ask for sections of your GP Record to be marked as ‘Private’. Private information will never be shared unless it is required by law or you give permission.
Please be assured your personal and sensitive health information will be kept confidential and secure at all times and only be used for your direct care purposes.
We would encourage everyone to make their GP Record available in case they need to be seen in an emergency or Out of Hours. If you have certain health conditions or go to hospital a lot then you should definitely make your record available.
Download the consent form here
How we use your information
As data controllers, GPs have fair processing responsibilities under the Data Protection Act 1998. This means ensuring that your personal data are handled in ways that are transparent and that you would reasonably expect. The Health and Social Care Act 2012 changes the way that confidential data are processed it is important that you are made aware of these changes, understand that you can object to certain uses, and how to do so.
The health care professionals who provide you with care maintain records about your health and treatment. These records may be electronic, paper, or both and various measures are employed to ensure the security of your records. The information contained in the records is used for your direct care and kept confidential. However, we may be required to disclose your personal information if it is required by law, is justified in the public interest, or you consent for the use for other purposes.
Other reasons why your data may be disclosed are for use for statistical purposes where the information will not be able to identify you, or for research purposes for which your consent will be requested. Under the Health and Social Care Act 2012 the Health and Social Care Information Centre can request personal confidential information from your GP practice without asking for your consent first.
On some occasions it may be necessary to undertake clinical audits of records to ensure that the best possible care has been provided to you or to prevent the spread of infectious disease, wherever possible this will be done in anonymised form.
Your data may also be shared with other healthcare professionals who provide you with care through local integrated care services. Your permission to share your data between the services will be requested, although refusing permission may impact your care. If this is the case your doctor will be able to explain how this could affect your care.
Your GP is encouraged to use a process called Risk Stratification to identify patients who may require additional care due to long term conditions. The information is used to help support patient care and prevent unnecessary hospital admissions.
If you do not want your data used for these purposes you may object by contacting the practice who will explain how you can prevent your data being used in this way.
We are committed to protecting your privacy and will only use data collected lawfully in accordance with the Data Protection Act 1998, Human Rights Act, the Common Law Duty of Confidentiality, and the NHS Codes of Confidentiality and Security. The only staff who have access to your data are those with a legitimate reason to do so, and is controlled by multiple levels of security.
The Data Protection Act 1998 gives you the right to view or access information that the GP Practice holds about you. This is known as ‘the right of subject access’. Under this right you are entitled to have a description of the information, explanation of why it is held, who it could be disclosed to, and you are entitled to a copy of the information. If you would like to make a ‘subject access request’, please contact the practice manager in writing.
If you would like further information about how your information is used by the GP Practice, please contact the practice manager, or view the Fair Processing Notice on the practice notice board or the practice website.
The practice is registered as a data controller under the Data Protection Act 1998 – the registration number is and can be viewed online in the public register at www.ICO.gov.uk
To view the full document click here
To view our registration detials click here
Summary Care Records
A new way of caring for you in an emergency, others can see it if they care for you too – it is your right to choose whether to have or not to have a Summary Care Record. You may have already received letters asking if you wish to have this created.
A Summary Care Record is electronic, meaning that other Healthcare staff involved in directly caring for you are able to see it. They will only see the information they need to do their job and their details will be recorded.
If you decide to have a Summary Care Record it will contain important information about any medicines you are taking, any allergies you suffer from and any bad reactions to medicines you have had.
Giving healthcare staff access to this information can prevent mistakes being made when caring for you in an emergency, when your GP practice is closed or when you are away from home in another part of England.
Your Summary Care Record will also include your name, address, date of birth and your unique NHS number to help identify you correctly.
You may want to add other details about your care to your Summary Care Record. This will only happen if you ask for the information to be included. You should discuss your wishes with the healthcare staff treating you.
Summary Care Records for patients at this practice will begin on 29th August 2012, with letters having been sent out from the beginning of the year. The completed forms for those who have opted out have been returned to the practice and coded appropriately on the computer system. A Summary Care Record will be created automatically for you unless you have completed an opt-out form.
Children will automatically have a Summary Care Record made for them. If you do not want your child to have a Summary Care Record you will need to fill out an opt-out form on behalf of your child and return it to your child’s GP practice. In some circumstances your GP may feel it is in your child’s best interests to have a Summary Care Record. For example, if your child has a serious allergy that healthcare staff treating your child should know about.
You can change your mind at any time. Please speak to a receptionist.
If you choose after we have made your Summary Care Record that you do not want it – please speak to a receptionist.
If you do not want a Summary Care Record an opt-out form is available at reception, or you can download one at www.nhscarerecords.nhs.uk/options. Once you have completed the opt-out form please return it to reception.
If you require any further information please ask a receptionist.
For more information about Summary Care Records and your choices phone the Summary Care Record Information line on: 0300 123 3020.