Practice Policies

Confidentiality & Medical Records

blue_folder_lock.jpgThe practice complies with data protection and access to medical records legislation. Identifiable information about you will be shared with others in the following circumstances:


  • To provide further medical treatment for you e.g. from district nurses and hospital services.
  • To help you get other services e.g. from the social work department.
  • When we have a duty to others e.g. in child protection cases anonymised patient information will also be used at local and national level to help the Health Board and Government plan services e.g. for diabetic care.

If you do not wish anonymous information about you to be used in such a way, please let us know.


Reception and administration staff require access to your medical records in order to do their jobs. These members of staff are bound by the same rules of confidentiality as the medical staff.


Freedom of Information

Information about the General Practioners and the practice required for disclosure under this act can be made available to the public. All requests for such information should be made to the practice manager.


Access to Records

In accordance with the Data Protection Act 2018 and Access to Health Records Act, patients may request to see their medical records. Such requests should be made through the practice manager and may be subject to an administration charge. No information will be released without the patient consent unless we are legally obliged to do so.


Patient Online Access


Currently our surgery offers patients the facility to book appointments and order repeat prescriptions on line via this web site (see links below).  NHS England requires us to extend this service to enable patients to view a detailed coded summary of their medical records.  This does not include free text, letters, communications and internal messages.
Things to consider:


  • Forgotten History 
    There may be something you have forgotten about in your record that you might find upsetting.
  • Abnormal Results or Bad News 
    If your GP has given you access to test results or letters you may see something that you find upsetting to you.  This may occur before you have spoken to your doctor or while the surgery is closed and you cannot contact them.
  • Choosing To Share Your Information With Someone 
    It’s up to you whether or not you share your information with others – perhaps family members of carers.  It’s your choice but also your responsibility to keep the information safe and secure.
  • Coercion 
    If you think you may be pressured into revealing details from your patient record to someone against your will, it is best that you do not register for access at this time.
  • Misunderstood Information 
    Your medical record is designed to be used by clinical professionals to ensure that you receive the best possible care.  Some of the information within your medical record may be highly technical, written by specialists and not easily understood.  If you require further clarification please contact the surgery for a clearer explanation.
  • Information About Someone Else 
    If you spot something in your record that is not about you or notice any other errors, please log out of the system immediately and contact the practice as soon as possible.

If you wish to register for this new access you can download an application form here for completion and then you must bring it to Reception with the following identification:


  • Two forms of VALID photo identification, for example:
    • UK Photocard Driving License
    • Passport
    • Student Card
    • Disabled Badge
    • NHS Card
  • If you only have one form of photo ID you will also need to provide one of the following alternatives:
    • Bank Statement
    • Credit Card Statement
    • Building Society Statement
    • Mortgage Statement
    • P60 or P45

If you have no forms of Photo ID we will need to see two of the above alternatives


We request this ID to protect the security, privacy and confidentiality of your medical records.


If you are already registered with online access but wish to have the detailed coded summary available on your account, make the request online under the “Manage Online Services” section.


Please note:  When a child reaches the age of 14, due to the confidentiality rules, on-line access to their medical records will cease to be available to parents and guardians (with exceptions).  If on-line access is required the child will have to apply in their own right for this facility.


Violence Policy

The NHS operate a zero tolerance policy with regard to violence and abuse and the practice has the right to remove violent patients from the list with immediate effect in order to safeguard practice staff, patients and other persons. Violence in this context includes actual or threatened physical violence or verbal abuse which leads to fear for a person’s safety. In this situation we will notify the patient in writing of their removal from the list and record in the patient’s medical records the fact of the removal and the circumstances leading to it.