Data Protection Officer issues advice to improve patient access to medical records
Haringey Reach and Connect Connectors reported to the Haringey Patient Participation (PPG) Network meeting in February 2024 that they were finding it difficult to obtain a medical summary for some patients they support.
Some surgeries were making it harder than others. Some people were told they must wait 28 days or that there is a charge. Connectors sometimes had to make multiple visits between housebound clients and the surgery, filling in a form and then collecting the medical summary, and this caused delays.
Reach and Connect struggled particularly with people who don't have access to the internet or mobile phones to get this information from their GPs. But at some surgeries patients can turn up and the medical summaries will be printed out there and then. In some cases a consent form was required. In other cases it was not.
PPG members shared their experiences too, and it seemed that there was wide variation.
Over the next few months Haringey Reach and Connect, Healthwatch Haringey and Data Protection Officer Steve Durbin worked together to find a solution.
At the PPG Network meeting on 14 October 2024, Steve reported that he had issued the following advice to GPs:
Recommend that summaries are provided over the counter for patients that provide ID. Healthwatch have raised concerns that getting a patient summary is being made difficult as we’re treating it as a Subject Access Request (SAR) - which, of course, it is. Whilst most patients will now use the NHS App for this, we can simplify this process safely, so I’m recommending practices consider allowing more flexibility at reception for this. The summaries are often used for benefit claims and the like, so making it easier is important. I suggest that if a patient turns up with photo ID matching the details on record, we can provide them with a printed copy of the medical summary there and then. Note that if you’re completely confident you know the patient, you can waive the ID requirement. We just record the fact of printing on the record. This meets the legal requirements to record a request and protect the data, whilst providing a simpler route for those not digitally enabled to get a copy for various purposes.
Steve Durbin, Data Protection Officer (DPO), Haringey GP Federation and North Central London Primary Care Networks (PCNs)
Steve also stated that the data subject (the patient) can ask someone else to request the medical summary their behalf, be they a solicitor or other representative. The GP must know the patient has consented. The GP doesn't need to give the medical summary directly to the patient as long as they have established consent has been given for the delegated person to receive it.
It has been extremely helpful to be able to raise this issue through the Haringey PPG Network and Healthwatch Haringey. Having the GP Federation DPO state that he is willing to take this up with surgeries that complicate the process is very reassuring.
Why do I need a medical summary?
A 'medical summary' is also known as a 'GP Health Record'. It is not your full GP medical record. It is a brief medical summary which lists active conditions, significant history, medications, and tests undertaken at the doctors, and at the top it has the person's name, date of birth, their NHS number, and the doctor that usually sees them. This can be obtained by using the NHS App, however, not everybody can use this.
This medical evidence is needed to apply for a taxi card, blue badge, disability living allowance, PIP, Dial a Ride, and any sort of benefit for supported housing.
What next?
We hope that the advice to GPs together with the option to contact the DPO will enable patients, carers and Reach and Connect staff to obtain this important medical evidence appropriately and easily, whilst protecting patient confidentiality.
Please contact Healthwatch Haringey if you experience any problems.
