This policy explains how patients and their carers or relatives can request proxy access to a patient’s medical record through our GP practice, including access via the NHS App or practice online services.
Forms:
SOP: Granting Proxy Access to Medical Records (word doc)
Patient Consent for Relative / Carer Access to Medical Records (word doc)
The policy ensures:
- Access is granted safely, securely, and lawfully
- Patient confidentiality and data protection are maintained
- Staff comply with NHS England, NHS Greater Manchester ICB, and CQC standards
This policy applies to:
- Adult patients requesting proxy access
- Children and young people (<18 years) with proxy access
- Practice staff responsible for granting, reviewing, or withdrawing proxy access
Eligibility
- Adults (≥16 years): May grant proxy access to a trusted relative or carer.
- Children (<16 years): Parent(s) or legal guardian(s) may request proxy access.
- Young people (11–15 years): Access is granted only after assessing Gillick competence.
- Young people (16–17 years): Treated as adults for consent purposes.
Note: Access may be refused or restricted if there are safeguarding concerns, concerns about capacity, or if granting access would not be in the patient’s best interests.
Access options
Proxy access can include:
- Booking and managing appointments
- Requesting repeat prescriptions
- Viewing medical record information (coded data, test results, letters)
- Access via NHS App / practice online services
Restrictions:
Certain sensitive information may be withheld to protect the patient or others, including safeguarding concerns.
Duration of access
- Adults and children 11–17 years: Default duration is 12 months
- Children <11 years: Access valid until parental responsibility changes
- Review: All access is reviewed at least annually or sooner if circumstances change, the patient requests a change, or safeguarding concerns arise
- Withdrawal: Consent may be withdrawn at any time in writing
How to Request Proxy Access
- Complete the Proxy Access / Medical Records Consent Form available at reception or
Link to adult word document
Link to children’s word document
- Provide proof of identity for the patient and the proxy
- Return the form to the practice with the ID
- Staff will assess eligibility, capacity, and any safeguarding concerns
- Access will be configured in the clinical system
Linked profiles in your NHS account
Once proxy access is set up, you can access the other person’s profile in your NHS account, using the NHS App or website.
The NHS website has information about using linked profiles to access services for someone else.
Safeguarding
Proxy access will not be granted if there is any risk to the patient or others. Staff must escalate any safeguarding concerns to a clinician before granting or continuing access.
Data Protection & Confidentiality
- Proxy access is managed in accordance with UK GDPR and Data Protection Act 2018
- Access is logged and auditable within EMIS Web
- Patients and proxies must not share login credentials
Review & Audit
- All proxy access is audited at least annually
- Practice staff review access rights and document any changes