Access to Detail Coded Records

 

 

 

 

 

 

The appropriate application form must be completed prior to any online access being enabled - you can collect one from the surgery or use the link below. Return the application form to the surgery and we will also need to see two forms of ID, one of which should have a photo (such as a passport or driving licence) and the other should have your address (such as council tax bill). If you do not have photo ID or anything with your address on it, our surgery staff will be able to help you.

 

 

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.

 

Patients accessing their records online may have access to coded record information, but continue to have the right to submit a Subject Access Request under the Data Protection Act 1998 to have a copy or view paper and computer notes held within the practice,as this differs from access via online services the patient must submit this request in writing to the practice. 

 

 

ID verification is required before is granted to patients or proxy users, this to prevent access being granted to the wrong person and adheres to information security guidelines. Two forms of documentation must be provided as evidence of identity, one of which must contain a photograph. Acceptable documents include passports, photo driving licences and bank statements. If none of the above are available household bills may be accepted at the discretion of the Practice Manager, IT & Data Quality Lead and named administration staff.   Access will be granted on request to patients with the correct identification, for appointments and medication on request.

 

If patients request access to their detailed coded information it may take the practice up to 10 working days to review their application and grant access if appropriate. This is a guide only and in some circumstances may take longer.

 

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 the patient.

 

Child access will automatically be disabled when a child reaches the age of 13.  A proxy request for a child for parental access must be made for young people between the ages of 13, 14 and 15

 

 

Proxy Access:

 

A competent patient can choose and consent to allow access to relatives and/or carers.  Proxy access will not be accepted directly from any third party commercial company i.e. Insurance company or solicitors.  If coercion is identified as a risk with regard to a patient previously registered for online services, then access will be immediately removed.  The practice will NOT accept any proxy application directly from a proxy, except in exceptional circumstances, the practice will have additional security steps in place to check the authenticity of the application.  

 

We will accept applications from patients for a proxy. Proxy access refers to access to online services by somebody acting on behalf of the patient with the patient’s consent. Proxy access will not be accepted from any third party commercial company i.e. Insurance company or solicitors.

 

Patient Access does not override a patient’s right to submit a Subject Access Request (SAR) which will be processed following our practice protocol in line with the Data Protection Act 1998.

 

The practice will not automatically grant access to Detailed coded Data to those patients currently with access to appointments, repeat prescription and Summary Information. Patients wanting access to their Detailed Coded Information MUST complete and submit an additional Access Request form. This will be considered within the practice and granted if deemed appropriate within 14 days. This is a guide only and in some circumstances may take longer. 

 

At any point the practice can revoke Online Access to patients if the functionality is abused. 

 

This practice will not share any information held within a clinical record that is deemed as 3rd Party Information.