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Medical Records, Online Access and NHS App

From April 2020 there is a contractual requirement for practices to offer all patients online access to all prospective data on their patient record unless exceptional circumstances apply. (Additionally, patients can also ask for their full retrospective medical record, this will require sensitivity and third-party data checking)

Accelerating patient access to their GP-held records

1st November 2022 - An update from NHS England on Accelerating Citizen Access to GP Data - This topic is currently moving at pace. Please read this page on NHS Digital for the current position.

Download the GP practice readiness checklist

In autumn 2021, NHSx and Digital announced an “ Accelerated Access ” programme. The aim was to turn on all prospective access to medical records via the NHSApp for TPP SystmOne from 1st Dec 21 and EMIS and Vision to follow in early 2022. As we know this has been delayed more than once and will now be switched on 1st November 2022.

Both the RCGP and the BMA have engaged with NHSE raising concerns we have raised and recognising the risks that automaton brings.

Accelerated Access to GP-held Patient Records                      A summary for the admin team

Lisa Harding, Director of Primary Care at Wessex LMCs, talks with Caroline Sims, Information Governance Consultant and Data Protection Officer in the Hampshire & IOW area.

Listen to the podcast here

Caroline explains:

  • What accelerated access to GP-held patient records is
  • What is meant by prospective access
  • What patients will be able to see 
  • Which patients will have online access
  • How proxy access will work
  • How patients can access thier record
  • If patients can see redacted information
  • If patients will be able to see who has accessed and made an entry on thier record

Further Reading

NHS Digital:

104 and 106 Codes

There has been much confusion about what Snomed CT codes can or should be used and what effect they have on the online access if you do. NHSE&I have produced a handy guide that documents these scenarios and this can be downloaded form the FutureNHS website .

What can you do and what is available

In preparation, there are a number of resources and options that practices may wish to consider.


The BMA guidance includes:-


FuturesNHS  - GP Online Services Channel

There is a wealth of material, including webinar recordings and slides. we recommend signing up to this channel, it is quick and easy and includes a useful discussion forum for any queries you may have. There are also a number of documents and FAQs .

All staff, including locums, should receive the necessary training with regards to checking and entering information into patient records and familiarise themselves with any change in business processes and GP system functionality. Access to training materials and webinar recordings can be found here.

NHS Digital

We also have a number of webpages that deal with other medical records issues: -

We also have a number of training resources related to these topics. Please refer to Wessex LMCs Education, Training and Development

​​​​​Clinical System Guides

An EMIS guide for redacting a consultation

A TPP guide for redacting a consultation (Please note that due to the configuration of your system you may not have all 3 processes available to you)

Consider using a test patient in your clinical system and similarly a test patient in the NHS App to see how actions within your clinical system will look to the patient within the App. NHS Digital have full details of how to do this. The NHS App test patient can be set up on a computer or laptop, as well as a smartphone, android or tablet.

With our kind thanks to Dr Michelle Sharma from BSW who has produced   a crib sheet or all healthcare professionals that shows how to “Redact from online view”.

Further Reading

Information Governance Lunch and Learn

Subject Access Requests & Dealing with Third Party Data recording

Data Sharing Update from Caroline Sims at the PM Conference, June 2022

Information Governance with Adam Horton-Tuckett - from PM Webinar 25 May 2022

NHS Acronyms and Abbreviations:

NHS Confederation Acronym Buster

NHS "Abbreviations you may find in your health records"

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Updated on Wednesday, 23 November 2022 1335 views