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Proxy access is where someone is given access another person’s medical record.

For example:

• A parent or guardian who has legal responsibility for a patient under 11
• A parent or guardian where a patient aged 11 or over has given permission
• A parent or guardian who has legal responsibility for a patient between 11 and 16 where GP has assessed that the patient is not capable of making their own decisions re medical health
• A carer for a patient over the age of 16 – we would need a letter from the patient giving them permission

The proxy does not have to be a registered patient at the practice, but must be registered for online services on the GP system and always use their own login credentials.

To be given proxy access, a patient’s representative must have the informed consent of the patient or, in cases where the patient does not have capacity to consent, the GP has decided that it is in the best interests of the patient for them to have proxy access.

Patients aged 16 or above are assumed to have the capacity to consent unless there is an indication that they are not. Young patients between the ages of 11 and 16 who are judged as having capacity to consent by their GP may also consent to give proxy access to someone else.

Legitimate reasons for the practice to authorise proxy access without the patient’s consent include:

• The patient has been assessed as lacking capacity to make a decision on granting proxy access and/or the applicant has a lasting power of attorney for health and welfare registered with the Office of the Public Guardian,
  • the applicant is acting as a Court Appointed Deputy on behalf of the patient, or
  • the GP considers it to be in the patient’s interest in accordance with the Mental Capacity Act 2005 code of practice.
• The patient is a child who has been assessed as not competent to make a decision on granting proxy access

The practice may refuse or withdraw proxy access, if they judge that it is in the patient’s best interests to do so.

On a child’s 11th birthday, the scope of the current proxy access will be restricted, unless the GP has already assessed the child as able to make an informed decision and the child has given explicit consent for their record to be shared. This is a national standard created by imposed by NHS England to protect the confidentiality rights of young people.

From 11-16, a parent with proxy access will be able to manage certain elements of the young person’s record, such as demographic data, and make appointments and order repeat prescriptions, but they will not be able to see the young person’s past appointments or clinical record, although they would still be able to see the current repeat prescription record.

At the child’s 16th birthday the remaining proxy access will be switched off, except where the young person is competent and has given explicit consent to the parental access. If the child wants proxy access reinstated, they will need to come to the surgery in person, with proof of ID, to request it.

Parents may continue to be allowed proxy access to their child’s online services, after careful discussion with the GP, if it is felt to be in the child’s best interests.

GP Privacy Notice

Your Rights and Options 

The 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. This requires your consent.
• 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.

All requests for such information should be made to the Practice Manager.

In accordance with the Data Protection Act 1998 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.

You can also access your medical records through the NHS App. Please register for access here: NHS App and your NHS account – NHS (www.nhs.uk).

If you are already registered with the NHS App, you can find this information as follows:

• Your health
• GP health record

We make every effort to give the best service possible to everyone who attends our practice.

However, we are aware that things can go wrong resulting in a patient feeling that they have a genuine cause for complaint. If this is so, we would wish for the matter to be settled as quickly, and as amicably, as possible.

To pursue a complaint please contact the practice manager who will deal with your concerns appropriately. Below is a complaint form and leaflet.

• Complaint Form [Word Document]
• Complaint Leaflet

If you need help making your complaint, ‘PALS’ – The Patient Advice and Liaison Service offers confidential advice, support and information on health-related matters: Email: at wyicb.pals@nhs.net