Your Health Records & IT

Data Protection -

To care for your needs during this pandemic, the Practice and our Data Processors (including other GP Practices and NHS organisations) may obtain and securely process your existing and additional personal information to assess you. This information may include but will not be limited to capturing and storing video and photographic imagery. Any information obtained and processed will be joined up to your GP records where available. We rely on the lawful grounds of ‘public interest’ to process this information, we cannot achieve our health and social care objective by any other means.


Data Protection law changed on 25 May 2018.  General Data Protection Regulation (GDPR) is an overhaul of the Data Protection Act which was introduced in 1998.

Please follow the link to our Privacy Notice which has been produced by NHS Oxfordshire's Information Sharing Framework Project Team and Oxfordshire Practices.  The document is based on current GDPR guidance and may be updated when national GDPR guidance is released.  Privacy Notice

Medical Records Access - All our patients are encouraged to request online access to their medical records.  If copies of the medical record are required, this is known as a Subject Access Request (SAR) these can be requested using the form attached.  Subject Access Request



New contractual requirements came into force from 1st April 2015 requiring that GP practices should make available a statement of intent in relation to the following IT developments:-

  1. Referral Management
  2. Electronic Appointment Booking
  3. On line Booking of repeat prescriptions
  4. Summary Care Record
  5. GP2GP transfers
  6. Patient Access to records.

Please find below details of the practice stance with regards to these developments:-

Referral management: All practices must include the NHS Number as the primary identifier in all NHS clinical correspondence issued by the practice.

We include the NHS Number on all correspondence

Electronic appointment booking: Practices are required to promote and offer the facility for all patients, who wish to, to book, view, amend, cancel and print appointments online.

We offer the facility for booking and cancelling appointments on-line.

Online booking of repeat prescriptions: Practices are required to promote and offer the facility for all patients, who wish to, to order online, view and print a list of their repeat prescriptions for necessary drugs, medicines or appliances.

We currently offer the facility for ordering repeat prescriptions on-line.

Interoperable records/Summary Care Record: Practices are required to enable successful automated uploads of any changes to a patient’s summary information, at least on a daily basis to the Summary Care record.

Having your Summary Care Record available will help anyone treating you without your full medical record. They will have access to information about any medication you may be taking and any drugs that you have a recorded allergy or sensitivity to.

This Practice is already live with SCR. However, if you do not want your medical records to be available in this way then you will need to let us know so that we can update your record. You can do this via the ‘opt out form’ Summary Care Record Opt in / out form

GP2GP record transfers: There is a contractual requirement to utilise the GP2GP facility for the transfer of patient records between practices, when a patient registers or de-registers.

It is very important that you are registered with a doctor at all times. If you leave your GP and register with a new GP, your medical records will be removed from your previous doctor and forwarded on to your new GP via NHS England. It can take several weeks for your paper records to reach your new surgery. With GP to GP record transfers, your electronic record is transferred to your new practice much sooner.

This it to confirm that GP2GP transfers are already active and we send and receive patient records via this system.

Patient access to their GP record: Practices are required to promote and offer the facility for patients to view online, export or print the detailed information from their medical record. i.e. information held in coded form.

We now offer this facility to patients who request this access. 

Information on access to a medical record  on behalf of someone else i.e. Proxy Access is available by following the links:

Proxy Access - Children & Young People

Proxy Access for a Patient's Representative



The way your health records are managed is changing...

Currently each NHS organisation responsible for your care keeps its own records about you and your treatment. Paper and electronic records containing information about your medical care currently exist in a variety of places, for example, at your GP surgery or local hospital.

Sometimes, healthcare staff caring for you need to see information in these records to support your care. For example your GP may need to see your hospital test results. However, healthcare staff can usually only share information from your records by NHS mail, email or phone. At times, this can cause delays in making sure that the right people receive the right information as quickly as possible.

To help combat this the NHS in England is introducing the NHS Care Records Service to improve the safety and quality of patient care. It will give healthcare staff faster, easier access to reliable information about you to help with your care.


Care Data

Confidential information from your medical records can be used by the NHS to improve the services offered so we can provide the best possible care for everyone.

This information along with your postcode and NHS number but not your name, are sent to a secure system where it can be linked with other health information. This allows those planning NHS services or carrying out medical research to use information from different parts of the NHS in a way which does not identify you.

You have a choice . If you are happy for your information to be used in this way you do not have to do anything. If you have any concerns or wish to prevent this from happening, please speak to practice staff or ask at reception for a copy of the leaflet “How information about you helps us to provide better care”. Alternatively you can complete and return the opt out form below.  More information can be found here


Patient Leaflet

Frequently Asked Questions