Access to Detail Records

We allow patients access to their summary care record which allows acces to the following:

  • Book/cancel appointments
  • Order Repeat prescription
  • View Summary Information (allergies, adverse reactions and medications)
  • Detailed Coded Records Access (DCRA)

Please Complete Our Registration Form Below: 

Request Form: /sites/default/files/kcfinder/Patient%20Online%20registration%20form_0.pdf

Please return your form to the surgery by hand, by fax to 266 45 26 or by email to

Patients accessing their records online may have access to full record information, but continue 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. 

Registration for online services

We will accept applications from patients 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. Proxy access will not be accepted from any third party commercial company i.e. Insurance company or solicitors.

The appropriate application form must be completed prior to any online access being enabled. 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

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. As is current practice, should there be a request for Online Access, 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.                                 

Practice Support Workers /Admin Team will be able to grant access to patients who present 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.

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 the patient.

Access for children, parents and guardians

Child access will automatically be disabled when a child reaches the age of 11.  A competency assessment will be carried out on any proxy request for a child between the ages of 11-16. Regardless of outcome a parent/guardian/carer will re-apply using the Proxy Access Registration Process, where a competent child must authorise the request for Proxy Access. Where a child is deemed not to be competent, a parent will apply for access but will be registered as a Proxy User

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.

‘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 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.

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.