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Your Medical Record

How and why we in West London keep information about you and how you can choose who sees it.

 (download the West London Official Leaflet)

Go to or call 020 7798 1300

In order to support your care, NHS healthcare professionals maintain records about you. We take great care to ensure your information is kept securely and used appropriately. Our staff are fully trained to understand their legal and professional obligations to protect your information (Keeping your information safe ). 

What information do GPs hold about you?

  • Your age, contact details and next of kin 

  • Details of your appointments, clinic visits etc. 

  • Records about your health, illness, treatment and care 

  • Results of investigations, like laboratory tests, x-rays, etc.

  • Information from other health professionals

When is your information shared? 

We will only use or pass on identifiable information about you with health professionals who are treating you to support the direct provision of your care. They will ask your permission to see your information when they see you. We will not disclose your identifiable information to anyone else without your permission unless in exceptional circumstances (i.e. life or death situations), or where the law requires it. 

You have the choice to share or not to share 

You can ask for all or some of your information not to be shared outside of the practice. If you decide not to share at all this will not affect your entitlement to care. However, it may result in the delivery of your care being less efficient as clinicians will not see your full medical history. If you have any concerns about how your information is shared or held, please contact your GP practice. 

Access to your health information 

You have a right under the Data Protection Act 1998 to access or view information the practice holds about you, and to have it amended or removed should it be inaccurate. We will:

  • Describe the information we hold about you

  • Tell you why we are holding that information

  • Tell you who it might be shared with

  • At your request, provide a copy of the information in an intelligible form If you would like to make a ‘subject access request’, please contact your GP practice.

Since April 2016 you can also have access to your detailed coded record via the SystmOnline log in.  For more information download the leaflet (Systmonline Detailed Coded Records leaflet).

SUMMARY CARE RECORDS (download the Summary Care Records Leaflet)

The Summary Care Record is a copy of key information held in your GP record (ie medications and allergies). It provides authorised healthcare staff with faster, secure access to essential information about you - when you need unplanned care or when your GP practice is closed. The availability of Summary Care Records will improve the safety and quality of your care. If you have Systmonline access you can check your Summary Care Record for yourself.

As a patient you have a choice:

• You can choose to have a Summary Care Record: You do not need to do anything. This will happen automatically.
• You can choose not to have a Summary Care Record: You need to let your GP practice know by filling in and returning an opt-out form (download an opt out form.....).

Who can see my Summary Care Record? 

Only healthcare staff involved in supporting or providing your care can see your Summary Care Record. These: 

  • need to be directly involved in caring for you;
  • need to have an NHS Smartcard with a chip and passcode (like a bank card and PIN);
  • will only see the information they need to do their job; and should have their details recorded.
  • Healthcare staff will ask your permission every time they need to look at your Summary Care Record. If they cannot ask you, for example if you are unconscious, they may look at your Summary Care Record without asking you. If they do this, they will make a note on your record to say why they have done so.

What are my choices with Summary Care Records?

You can choose to have a Summary Care Record. You do not need to do anything. This will happen automatically. 

You can choose not to have a Summary Care Record. If you don't want a Summary Care Record, you need to let your GP practice know by filling in and returning an opt out form. Where can I find out more about Summary Care Records?

There is a dedicated website with all the information at The website also has a leaflet which can be downloaded (download leaflet).

The Health and Social Care Information Centre 

Personal information Information about you is used in a number of ways by the NHS and social care services to support your personal care and to improve health and social care services for everyone. The Health and Social Care Information Centre (HSCIC) is the national NHS organisation with a legal responsibility to collect data as people make use of NHS and social care services. The data is used both at a local level and nationally to help with planning, managing your care, supporting research into new treatments, identifying trends and issues and so forth, and is used to try to make services better for all.

You can, however, choose not to have information about you shared or used for any purpose beyond providing your own treatment or care. Your right to opt out You can choose not to have anything that could identify you shared beyond your GP practice. You can also choose for the HSCIC not to share information it collects from all health providers any further. If you have previously told your GP practice that you don't want the HSCIC to share your personal confidential information for purposes other than your own care and treatment,

Simply contact your GP either to register an opt-out or end an opt-out you have already registered and they will update your medical record. Your GP practice (opt-out form) will also be able to confirm whether or not you have registered an opt-out in the past. You can find more information about how the HSCIC handles your information and choices and how it manages your opt-out on the HSCIC website

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