Health data relating to any individual is highly confidential and the Practice must ensure that it releases such data only to the person to whom it relates, or to a person authorised to act on his/her behalf.  You can make a request in writing to see all or parts of your medical records.

The General Data Protection Regulation gives you the statutory right of access to any information, manual (paper) or computerised. You may wish to authorise someone else to make your application on your behalf. If you have parental responsibilities, you may make an application to see your child’s notes.

You do not have to give a reason for applying for access to your General Practice records. If you do not need access to your entire records, it would be helpful if you would inform us of the periods and parts of your health records that you require, along with details which you may feel have relevance (e.g. Clinical type, location, dates etc.)

Timescales

The Practice will deal with your request as quickly as possible. The information should be available to you with in 1 month of receipt of your request. Under certain circumstances, this period can be extended to 3 months, but we will keep you informed of the progress of your request during this extended period.

Fees

We will not make a charge for the first request for access to your medical records, this includes copies requested on your behalf from the 3^rd party i.e. solicitors, insurance company etc. We will charge for subsequent requests, if we deem that the volume of information requested is excessive or if extracting the information takes an excessive amount of effort. You also have the right to simply view your records (i.e. not receive a copy in a permanent form).

Type of Request

If you request to see the original records, you will be invited to make an appointment at a mutually convenient time to view them.  If you request copies, these will be ready within the allocated timescales specified by the regulation, and you will be telephoned to come to the Practice to collect them.

Requests

Requests may be received from following:

• Competent patients may apply for access to their own records or authorise 3^rd party access to their records.
• Children and young people – If the child is capable of understanding the nature of the application, his/her consent should be obtained or, alternately, the child may submit an application on their own behalf. Children will, generally, be presumed to understand the nature of the application if aged between 12 and 16.  All cases will be considered individually.

• Parents – If you are making the request on behalf of another person, the Practice will require the patient’s authorisation before we can release the data to you.  The person whose information is being requested should provide written consent. If the patient is a child (i.e. under 16 years of age) the application may be made by someone with parental responsibility – in most cases this means a parent or guardian.
• Individuals with a responsibility for adults who lack capacity are not automatically entitled to access the individual’s health records. Burney Street Practice will ensure that the patient’s capacity is judged in relation to the particular application being made. Any consideration to nominate an authorised individual to make proxy decisions for an individual who lacks capacity must comply with the Mental Capacity Act in England.
• Next of Kin – Despite the widespread use of the phrase ‘next of kin’, this is not defined, nor does it have formal legal status. A next of kin cannot give or withhold their consent to the sharing of information on a patient’s behalf. As next of kin they have no rights of access to medical records. For parental rights of access, see the information under ‘proof of identity’.

• Police are not able to access health records without first obtaining a court order or warrant. However, health professionals at Burney Street Practice may disclose relevant information to the police if the patient has consented or if there is overriding public interest.
• Solicitors and insurance companies in most cases will provide the patient’s signed consent to release information held in their health record. The SAR process will then be followed as usual. If the signed consent is missing, the Practice will not release any data information until this is received and may further delay the request.
• Power of Attorney

Your health records are confidential, and members of your family are not allowed to see them, unless you have given them written permission, or they have power of attorney.

A lasting power of attorney is a legal document that allows you to appoint someone to make decisions for you, should you become incapable of making decision yourself.

The person you appoint is known as your attorney.  An attorney can make decisions about our finances, property, and welfare. It is very important that you trust the person you appoint, so that they do not abuse their responsibility. A legal power of attorney must be registered with the Office of the Public Guardian before it can be used.

If you wish to see the health records of someone who has died, you will have to apply under the Access to Medical Records Act 1990. You can only apply if you:

• are that person’s next of kin, are their legal executor (the person named in a will who is in charge of dealing with the property and finances of the deceased person).
• have the permission of the next of kin or have obtained written permission from the deceased person before they died.
• To access the records of a deceased person, you must go through the same process as a living patient. This means either contacting the Practice or the Hospital where the records are stored.

Proof of Identity

Two forms of identity must be provided (one of which must be photographic). This is to ensure no information is released to unauthorised individuals. The table below outlines the proof of identity required.

TYPE OF APPLICAITON	IDENTIFICAITON REQUIRED
Patient applying for their own Can be waived if the applicant is known to the Staff Member accepting the request	One which must be photographic i.e. passport. One containing individuals name and address.
Third Party Applying.  Written consent of the Patient will be required BEFORE the request will be processed.	One containing Third Party name and address One must be Photographic ID of Third Party.
Applying on behalf of a child We will ALWAYS obtain consent for release of records from a child age 12+ to <16 if a third party is making request.	One which must be Child’s birth certificate, Photographic ID of person with parental rights.

Please complete the request form by downloading the form below, completing it and handing it into the practice

Deceased Records

The law allows you to see records of a patient that has died as long as they were made after 1^st November 1991.

Records are usually only kept for three years after death, (in England and Wales GP records are generally retained for 10 years after the patient’s death, and then they are destroyed).

Who can access deceased records?

You can only see that person’s records if you are their personal representative, administrator or executor.

You will not be able to see the records of someone who made it clear that they did not want other people to see their records after their death.

Accessing deceased records

Before you get access to these records, you may be asked for:

• Proof of your identity
• Proof of your relationship to the person who has died

Viewing deceased records

You will not be able to see information that could:

• Cause serious harm to your or someone else’s physical or mental health
• Identify another person (except members of NHS staff who have treated the patient), unless that person gives their permission.
• If you have a claim as a result of that person’s death, you can only see information that is relevant to the claim.

Please complete the request form by downloading the form below, completing it and handing it into the practice

Hospital records

To see your Hospital records, you will have to contact your local Hospital.

Summary

Having a robust system in place will ensure that access to health records is given only to authorised personnel.  Patient confidentiality is of the utmost importance and any 3^rd party requests must be accompanied by a valid patient signature.  Staff will adhere to this guidance at all times and where doubt exists, they will discuss their concerns with the Caldicott Guardian in the Practice.

Further guide to the general data protection can be found here.

Other links:

How to get your medical records

Access to health records

Good Practice Guidance on ID Verification

What is a Virtual Group Consultation (VGC)?

How does a VGC work?

After signing up, you will be sent an invite by email or text with joining instructions.

You will need a computer, tablet or smartphone that has a video and audio function so that you can join a Microsoft Teams meeting.

A Group Consultation Facilitator will guide you through the session to ensure you get the best from it.

Who is eligible for a VGC?

We offer VGCs to patients who are 18+ years old.

We are planning VGCs covering the following conditions and topics:

• Asthma
• Type 2 Diabetes Mellitus (T2DM)
• Weight loss dietitian

Check back regularly for new conditions and topics, and information on future dates.

Reviews from patients who have taken part in a VGC:

“I really enjoyed it! It was very useful, beautiful presentations, and it was good to hear someone else’s experience.”

“It was really good, usually I have a 5 min phone call which feels like a very quick tick box. This felt a lot better and active.”

“I like how they explained how my body is working with asthma and about the different inhalers.”

Upcoming Dates

Frequently Asked Questions

Why do I have to pay?

The NHS will provide most health care to people free of charge; however there are a few exceptions.

The NHS will cover the costs for NHS work but not the costs for any non-NHS work. Subsequently, any fee charged for non-NHS work will cover the GP’s costs for providing the service.

Charges are made to cover the costs of the treatment to the patient, or because the service is not covered by the NHS.

GP’s are self employed and as such have to cover the increasing costs of staff, buildings, heat and light etc.

What is covered by the NHS and what is not?

The government’s contract with GP’s covers medical services to NHS patients. In recent years, more and more organisations have been involving doctors in a whole range of non-medical work. Sometimes the only reason that GP’s are asked is because they are in a position of trust in the community, or because an insurance company or employer wants to be sure that information provided is true and accurate.

Examples of non-NHS Services for which GP’s can charge their patients are:

Medicals for pre-employment driving requirements (HGV, PSV etc.)

Prescriptions for taking medication abroad

Private sick notes

To Whom it May Concern letters

Accident/ sickness insurance certificates

Some travel vaccinations

Examples of non-NHS Services for which GP’s can charge other institutions are:

Medical reports for insurance agencies

DVLA reports and medicals

Examinations of local authority employees

How are charges decided?

The British Medical Association (BMA) issue guidelines on suggested fees although each individual practice will set their own charges for each of the services they provide. Burney Street Practice carries out periodic reviews of charges and endeavours to follow a fair charging policy.

Why does it sometimes take my GP a long time to complete my form?

Time spent completing forms and preparing reports takes the GP away from the medical care of his/her patients. Most GP’s have a very heavy workload, the majority of GP’s work can add up to 60 hours a week and paperwork takes up an increasing amount of their time. In addition non-NHS work must be undertaken outside of NHS contracted time.

I only need the doctor’s signature, what is the problem?

When a GP is required to complete a certificate or a report it is a condition remaining on the Medical Register that they sign only what they know to be true and accurate from a patient’s medical record.

Inaccurate reporting can have serious consequences for the GP from the General Medical Council or even the police.

The GP may have to check the patient’s medical record and this can be very time consuming in addition to their already heavy clinical workload.

The Practice endeavours to provide a 4-6 week turnaround for this type of work. We are aware that there may be occasions when a request is deemed as urgent, however if not given adequate time then this may not be possible to complete at short notice.

Note

We do not provide letters to support housing applications unless we are written to by the housing association or council, together with a letter of consent from the patient.

We do not provide letters supporting immigration applications

We do not sign passport application forms

Private Fees/Non NHS service price list

The services shown are not provided under the National Health Service (NHS) contract and the following fees will be charged.

Fee is paid prior to delivery of service unless by prior written agreement, where payment will be via invoice

Accident/sickness certificates for insurance purposes	£89.50
School fee and holiday insurance certificates	£65
Reports for health clubs to certify that patients are fit to exercise	£89.50
Private prescriptions e.g. for travel purposes	£25
Travel immunisation	Not currently offered unless available under NHS vaccine programme.
GP certificate or letter of fact	£40
Private sick note	£40
Validation of private medical insurance claim e.g. BUPA, AXA, and Vitality Health.	£89.50
TFL Taxi license medical (need eye test prior to appointment)	£145
HGV medical (need eye test prior to appointment)	£145
Fit to fly letter	£55
Fitness for education to attend university, college, teacher or nurse training.	£55
Firearms License	£89.50
Criminal compensation form	£50
Other written pro-forma, no examination needed – prices from.	£89.50
Other written report with detailed opinion and statement of patient’s condition without examination.	£135

Non-NHS services charge other institutions are:

(Fee is charged to institution prior to report being completed)

Life assurance and income protection reports for insurance companies (PMA report) e.g. from HSBC, L&G	£135
Reports for the Department for Work and Pensions (DWP) in connection with disability living allowance and attendance allowance.	(charge stated on form)
Medical reports for local authorities in connection with adoption and fostering.	£145
DVLA reports	(charge stated on form)

We do not sign passport applications

Medical Records Request under GDPR

Full summary of record	Free
Copy of full medical records	Free

Requesting A Non NHS Service

To Request A Non NHS Service, please complete the admin query form by clicking the button below
*PLEASE NOTE YOU WILL BE CHARGED FOR USING THIS SERVICE*

Update

Due to a large increase in clinical workload Burney Street Practice has decided to outsource our insurance reports and other factual report requests to Medi2Data who will process your request using their system eMR.

What is Medi2Data?

Medi2Data is an NHS Digital accredited company who have developed a digital system called eMR which enables GP practices to create digital, GDPR compliant medical reports.

Housing Letters and GP Letters of Support

Burney Street Practice is committed to supporting our patients. However, when applying for benefits, housing, passes, adjustments or any other matter where medical conditions may be relevant, we will only supply this information when approached formally by a third party for a factual report.

We will not supply letters of support directly to patients.

Please note all requests from the third party will require the patients’ formal consent.

We will only complete factual responses. We are not able to give an opinion. If in doubt we will refuse to complete the request and may issue a copy of medical records instead with your consent.

Be aware we charge for any requests.

Housing Applications

We do not provide letters for housing, so please do not request these. Whilst we appreciate that housing problems can be stressful, this is a matter for the council housing office. If the council requires additional medical information, they will send a specific form to the GP surgery. You will need to provide your written consent for this.

If you are intending to apply for a council home for health reasons you do not need to send a letter from the GP.

The Council will write, in confidence, to your doctor if further information is required.

GPs receive frequent requests for medical letters and reports in support of housing applications from a variety of sources – the local authority, housing associations, directly from patients and from patients via Citizens Advice Bureau. The arrangements for seeking GP reports and for payment vary from local authority area to local authority area, and even when clearly agreed are often not implemented by local authority staff. However all requests should come via the Council or Housing Association and not the patient.

Information in support an application based on health grounds should be supplied by the applicant using a form provided by the Housing Department (self-assessment). This should not require any input from the GP/practice.

Only if additional information is required, should the Housing Department Medical Officer obtain it from the applicant’s doctor, preferably using a standard form, provided the patient has given written consent. The Medical Officer should seek information which is only available to the GP, for example:

the diagnosis;
severity of the illness;
medication

We understand that patients are often wrongly advised to get a letter from their GP and we can supply you with a letter outlining the above that you can show to anyone wrongly directing you to us for such documentation.

Test Results

You can request your test results online by completing the Test Results triage below.

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Blood Test Results

Your blood results will be back at the practice within 7-10 working days.

If the results indicate you need a review then you will be called or written to, to make an appointment.

X-Ray Results

Please allow 14 days before contacting the surgery to see if we have received the results of an X-ray, at which time the receptionist will be able to advise further on whether a follow up appointment needs to be made.

If an X-ray result is received into the practice before 14 days, and the GP needs to see the patient, they will call the patient and arrange for them to come into the practice sooner.

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Sick / Fit Note for less than 7 days

If you have been ill for 7 days or less you don’t need to see a Doctor. You can complete a Self Certification form yourself. However some employers insist on a Doctor’s note regardless. A Doctors note under these circumstances involves a charge of £40.

Many employers have their own self-certification forms. If your employer doesn’t have its own form your can download this Self Certification Form (PDF). Please print it, fill it in and hand it in to your employer.

You do not need to see a Doctor.

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Sick / Fit Note for more than 7 days

If you are sick for more than seven days, your employer can ask you to give them some form of medical evidence to support payment of SSP (statutory sick pay).

It is up to your employer to decide whether you are incapable of work. A medical certificate, now called a ‘Statement of Fitness for Work’ (see below) from your doctor is strong evidence that you are sick and would normally be accepted, unless there is evidence to prove otherwise.

You could also provide evidence from someone who is not a medical practitioner, e.g. a dentist. Your employer will decide whether or not this evidence is acceptable. If your employer has any doubts, they may still ask for a medical certificate from your GP.

Online Services

Connect to your GP services online and save time. Quick, easy and secure.

If you are registered with our GP surgery, you can access some health services online. This means you can do some tasks when it is better for you and avoid telephoning the practice. To register for online services come to the practice and provide proof of address and photo ID so we can confirm your identity, and the receptionist will then issue you with a username and password.

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If possible please try to telephone reception before 11:00 if you require a home visit.

A doctor or nurse may phone you back as it may be that your problem can be dealt with by telephone advice, or that it would be more appropriate to send a nurse, or indeed arrange a hospital attendance.

House visits are only available for patients who are housebound because of illness or disability.

Please remember that several patients can be seen in the practice in the time that it takes to make one home visit; there are also better facilities for examining and treating patients at the health centre.

We can only take blood from patients aged 16 or over; Queen Elizabeth Hospital has a Paediatric Blood Clinic.

If you smoke and would like help and advice on how to give up, please contact our local stop smoking service suing the details provided below. If you have difficulties contacting the clinic directly then please speak with reception who can make you an appointment at a Smoking Cessation Hub.

Quit Smoking | Greenwich Health (greenwich-health.com)

Stop smoking – Live Well Greenwich