Bilbrook Medical Centre

Access to medical records

The practice is registered and complies with the Data Protection Act 2018 (DPA 2018). Any request for access to notes by a patient, patient’s representative or outside body will be dealt with in accordance with the Act. Please contact the Practice Manager for further information.

Your Data Matters to the NHS

Your health records contain a type of data called confidential patient information. This data can be used to help with research and planning.

You can choose to stop your confidential patient information being used for research and planning. You can also make a choice for someone else like your children under the age of 13.

Your choice will only apply to the health and care system in England. This does not apply to health or care services accessed in Scotland, Wales or Northern Ireland.

Find out how this data is used and how to opt out on the following link:

Access to medical records/ sharing patient information

We respect your right to privacy and keep all your health information confidential and secure. It is important that the NHS keeps accurate and up-to-date records about your health and treatment so that those treating you can give you the best possible advice and care. Information about your medical condition will only be passed on to specialists to assist in your treatment.

We are often asked for information about patients from Insurance Companies or Solicitors. On no account will information be given without patients written consent and we may check that patients understand the level of access they have consented to.

Staff employed within the practice only have access to personal information on a need to know basis. The Clinical Commissioning Group can access anonymised reports to assist in practice monitoring and planning for future local services.

You have a right to know what information we hold about you. If you would like to see your full records Please do not book an appointment with a Doctor. Use the contact form on-line or write to the Practice Manager detailing what is required. A date will be agreed with you

All coded entries can be viewed through the Patient Access On-Line Service. Patients can also request a full copy of their medical record.

How to access your medical record

Data protection Rules are changing from 25th May 2018. This page will be updated as more clarity is received. Changes will also be notified on posters in the waiting room, practice booklet and practice newsletter.

Under the Data Protection Action 1998, you have a legal right to apply for access to health information held about you. A health record contains information about your mental and physical health recorded by a healthcare professional as part of your care.

Applying for access to your health records

Please do not book an appointment with a Doctor. Use the contact form on-line or write to the Practice Manager detailing what is required. A date will be agreed with you.

Submit your request in writing or by email to the practice manager (, this is known as a Subject Access Request, it is a good idea to state the dates of the records you wish to view when you apply, you don’t have to give a reason.

The GP Partner will decide whether your request can be approved. They can refuse your request if, for example, they believe that releasing the information may cause serious harm to your physical or mental health or that of another person.

Under the Data Protection Act, requests for access to records should be met within 40 days.

Accessing health records are free of charge if the records have been updated in the previous 40 days, and you don’t require a copy.

If you want a copy of your health records, the fee will depend on how the records are stored: On computer £10, partly on computer and partly in another from £50, totally in another form £50. The charge includes postage and packaging.

EMIS Access

From 31/3/16 your repeat medication, test results and coded consultations can be viewed using Patient Access. Present some photo ID to reception and they will give you your registration documents and instructions to access this service.

General Practice Extraction Service (GPES)

Under the General Practice Extraction Services (GPES) NHS number, Date of Birth and Postcode is extracted from the clinical system for use by NHS Digital previously known as the Health & Social Care Information Centre.

The Summary Care Record is a copy of key information from your GP record. It provides authorised care professionals with faster, secure access to essential information about you when you need care away from home or in hospital. You will be asked to onsent each time before it can be accessed.

You can opt-out if you are not happy for this to happen. Please let reception know and a readcode will be added to your clinical record to stop your information being extracted.

Care Quality Commission (CQC)

As part of our Care Quality Commission Registration (CQC), the practice will receive visits to ensure we are meeting our registration requirements which include medical record keeping. Under Section 24 of the Health & Social Care Act 2008 CQC have a statutory right to access patient records as part of an inspection without obtaining patient consent. Where possible we will anonymise any data.