Proxy Access

•  Proxy Online Access Registration Form (download)
•  Giving another person access to your GP online services (download)

At the Spinney Surgery, patients can grant access for another person to access their medical record. There are a number of reasons why you might allow another person to view your records such as:

  • You are very unwell or just need help managing your health or long term condition (e.g. diabetes, heart disease, asthma or high blood pressure).
  • You are finding it more difficult to look after yourself due to memory issues or speech difficulties.
  • You have learning difficulties and want someone else to help you understand your health.
  • You have a carer who can help you manage your health.
  • You may be planning for the future or choosing someone to hold lasting power of attorney for health and social care for you.
  • You are a young person and would like your parent or guardian to look after your health.
  • You are not comfortable with using computers, smart phones, or tablets

Who can Have Proxy Access?

You choose who you want to give access to. This could be your carer, partner, parent or another family member. You can also give access to more than one person. Giving access to another person is your choice. No-one can go to your GP surgery and ask for access to your online services without your permission.

You also choose which online services you want each person to use. These are booking appointments, ordering repeat prescriptions and looking at your GP record. You decide whether to let them use one, two or all of the services on your behalf.

How to Register for Proxy Online Access

You can either collect an Proxy Online Access Registration form from our reception or download and print out one using the link at the top of the page.

You will need to fill in your name, what services you would like them to have and that you agree to give someone access to your online services. The person you are granting access to will also need to fill in their details and sign to show they understand the risks of having access to someone else’s records.

When returning this form to our reception team, both you and any applicants for proxy access must have their identity verified in the same way as applicants for access to their own record. We must receive both a form of photo ID (such as valid passport or drivers’ licence) as well as proof of residence (such as a driving licence, utility bill within the last 12 months etc.)

ID is not required if a patient is unable to provide consent (e.g. they do not have capacity, the applicant has Lasting Power of Attorney, under 11 years old etc.) For children, under 16, a birth certificate would suffice as their form of ID. If either party does not have these forms of ID, our reception team may be able to verify their identity in a different way.

Staff at the practice will make a decision on whether to give your chosen person access to your online services. If we decide not to give them access, we will discuss their reasons with you

The staff will give your chosen person their own username and password to use to login to your online services which is the safest way to give someone access. If you use online services yourself, you should not share your username and password with anyone.

If you share your username and password, your surgery cannot tell whether you or someone else accessed your online services. This may be a problem if someone else misuses your login details.

Lasting power of attorney for health and welfare or court appointed deputy

When a person is unable to make decisions for themselves, another person, usually a partner or close family member can be given legal responsibility over decisions concerning their life by the courts. This is called Health and Welfare Lasting Power of Attorney. A person with lasting power of attorney can ask the patient’s surgery for access to their online services. The GP will make a decision whether this should be allowed.

If you know that you would never want a particular person to have access to your online services if you become unable to make your own decisions, you should tell your GP and they will never share them with that person.

Things to consider before giving another person access

Is there any information in your records you would not like anyone to see or know about?

Can you trust the person to keep your information safe and not share it with others or use it without your permission?

Is any one forcing you into sharing your online services with them or do you think someone could force you to share it with them? If so, we would advise that you do not give them access. If you have any concerns that someone has access to your online records without your permission, speak to your surgery and they can change your password or stop your online services.

How long would you like your chosen person to have access for? This can be for a short time, for example when you are suffering from a certain illness and you need support with managing your health during that time. It can also be ongoing so they can help you for a long period of time. You can discuss this with the practice.

Why your surgery may refuse to give your chosen person access

On rare occasions, your GP could refuse to allow your chosen person to use GP online services on your behalf. If this happens, your GP will discuss their reasons with you.

Some of the reasons your GP could have are:

  • Your GP does not think it is in your best interest for your chosen person to use these services on your behalf
  • You or your chosen people have misused online services in the past
  • The practice is concerned that your chosen person will not keep your information safe
  • The practice suspects someone is forcing you to give them permission to use your online services
  • You have told the practice in the past that if you become unable to make decisions for yourself, you do not wish for your chosen person or anyone to have permission to your online services
  • You are not able to make decisions for yourself

Ending Proxy Access to your Online Services

Your surgery might decide to remove access for someone for a number of reasons e.g. we believe your chosen person is forcing you to share your GP records with them or with another person, your chosen person has misused your GP information, you are no longer able to understand or remember that you gave your chosen person permission to use online services on your behalf etc.

Alternatively, you may wish to stop giving someone access to your records e.g. you  only needed your chosen person to support you for a short time (when you were suffering from a certain illness etc.), you want to give this responsibility to another person or if you no longer want this person to have access either because they have misused the service or your relationship with them has changed.

You can choose to take away access to your GP online services from your chosen person at any time. To end the service, you need to let your surgery know you would like them to switch off online access for your chosen person and give them the reason. Your surgery will then stop the service and your chosen person will not be able to use their login details to look at your information.