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Your medical records

Requests for medical records

You are entitled to request a copy of your medical records. Please ask in reception for further details. Please note that the request may take up to 2 weeks to process.


 Please find attached the practice policy on Subject Access Requests.

Subject Access Request policy

Access to online summary medical records

You can access a summary of your medical records online. This will enable you to view details such as your medications, allergies and adverse reactions through a secure and confidential website.

To use the facility you will need to be registered on Vision Patient Services, with your own personal login. To register for online appointment booking you will need to bring in some form of photo ID for us to verify, complete the application form and then you will be given access to this service.

Access to medical records from 'hub' practices

As part of the Richmond GP Alliance we are currently able to offer appointments at four other local surgeries. These appointments can be booked through our practice and are available Monday to Sunday from 8am to 8pm. If you have an appointment at one of these hub practices the GP there will be able to access your medical records - you will be asked for your consent before they do so.

Data Sharing Schemes

There are currently three different data sharing schemes running nationally - Local Data Sharing, the Summary Care record and NHS Digital Data and Information Collection Data sets.

Please find more information about these in the document below or pick up a copy in reception.

Data sharing schemes and opt out form

NHS Summary Care Record

The NHS Summary Care Record (SCR) has been implemented in this area. The SCR will be held confidentially and will only be available to other NHS healthcare staff involved in your care. It will contain details of medications you are on or cannot take, your name, address, date of birth and NHS number and any allergies that you have. If you would like further details of the SCR or an opt-out form please ask at reception.

You can opt out

Information about the types of data sharing schemes in place is provided on the 'Sharing your data: Opt-out / Consent form' which is available in reception. Using this form you can choose to opt-out of one or more of these schemes.

You can also use this form to opt-out of receiving emails or texts from the practice.

Please hand signed completed forms in to reception.

You also have the right to opt out of anonymised information from your health records being used in medical research. If you do not want your GP practice to share information from your health record with CPRD, let your doctor know. Opting out of sharing your health records will not affect the direct care that you receive.

Researchers and government regulators depend on the data collected by CPRD to safeguard public health and monitor drug safety. If large numbers of patients or particular types of patients choose not to share anonymised health information for research, the information in CPRD will not truly represent the UK population. This situation may lead to unreliable evidence from research aimed at answering important public health questions.

National Diabetes Audit

This practice will be taking part in an important national project about diabetes care and treatment in the NHS. To take part we will share information about your diabetes care and treatment with the NDA. The type of information, and how it is shared, is controlled by law and enforced by strict rules of confidentiality and security.

For more information see the NDA webpage at

If you do not want your information to be used, please inform a receptionist. This will not affect your care.

How we use your data for research

The importance of medical records to improving public health 

Research is important to the NHS and benefits us all, whether we are fit and healthy or suffering from an illness or condition. Research helps us to understand the cause of disease, prevent us from becoming ill, develop safe treatments and improve the health care we receive.

Whenever you visit your doctor or use an NHS service, your electronic health record is updated. This record contains important information about your health and describes the care that you have received. This information in health records is vital for medical research.

For 30 years, hundreds of GP practices across the UK have contributed information in patient records to the CPRD (Clinical Practice research Datalink) to support medical research to improve patient and public health including:

Answering important questions about what causes illness and how to prevent and treat it

Monitoring the safety of vaccines and medicines

Understanding possible side effects of treatments in patients

Only anonymised patient data is provided to researchers.

Protecting your identity and confidentiality

Your information is protected in the following ways:

You cannot be identified from the information sent to CPRD from GP practices. CPRD never receives any personal identifying details from your GP such as your name, address, NHS number or date of birth

CPRD only provides anonymised health data to researchers

Data can only be used for research to improve patient and public health

All research applications must be reviewed and approved by an expert independent scientific committee

CPRD is reviewed each year* to make sure its services meet ethical and legal requirements

Data is held securely by CPRD and researchers must follow strict terms and conditions when carrying out any research

Health Data Collection and Health Observatory

The staff at this practice record information about you and your health so that you can receive the right care and treatment. We need to record this information, together with the details of the care you receive, so that it is available each time we see you.
The information recorded about you may also be used for reasons other than your personal care, for example, to help to protect the health of the general public, to plan for the future, to train staff and to carry out medical and other health research or studies.
Thus, we are involved in a health observatory based on anonymised patient information. The reasonable security measures and anonymisation processes are in place to comply with the relevant data protection regulations. If you would like to opt out of this data collection scheme, please let your doctor know and your records will not be collected for use for this Observatory. This will not affect your care in any way.
If anything to do with the Observatory or derivate research would require that you provide additional information about yourself, you will be contacted by your GP to see if you are wilting to take part; you will not be identified in any published results.
You have a right of access to your health records. If at any time you would like to know more, or have any concerns about how we use your information, please ask reception for more details.
A list of published research using the THIN database is available upon request. Please contact Michelle Page on telephone number 020 7501 7540 or email info@the uk for a copy.


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