Record Sharing Overview and COVID-19 enhancements (IMPORTANT)

Record Sharing Overview and COVID-19 enhancements (IMPORTANT!)

In line with recent COVID-19 guidance, opportunities to share records in order to improve quality of care are developing rapidly. There are now three main areas in which record sharing may occur. All access is fully auditable.

1. Summary Care Records (national scheme). This includes a live list of medication, allergies and adverse reactions.  Other than yourself, only NHS staff involved in your care  (eg. paramedic or pharmacist) with an accredited smart card can view your summary care record. The summary care record is the most widely available record throughout the NHS.

As of Thursday 30th April  additional information to the summary care records (eg. basic coded (non-sensitive) medical history) will be uploaded nationally to improve clinical care across NHS organisations during COVID-19 pandemic without requiring explicit consent on your part until end of September 2020. If there is specific information you want included (eg. treatment preferences) that may not usually be recorded you can ask us to include it. Any previous consent preference to not share records will be honoured.

If you wish to opt out of the enhanced Summary Care Record you can doing so through using this form. Please note that opting out may also affect other enhanced data sharing processes. You can also use the form to confirm your explicit sharing preference beyond September.

For opting out of the ENTIRE summary care (including medication and allergies) you can return this opt out form in addition. This is not recommended as no information at all will be made available to emergency services.


2. Local Shared Care Records (within Devon via the Medical Interoperability Gateway). This is a more detailed live medical record and is therefore subject to a dual layer of consent. You can opt out as above from Local Shared Records in all circumstances by informing Reception or e-mailing us the opt out form. However you do not need to opt out in order to still have control over each time the shared record is accessed. Prior to accessing it, the healthcare worker (e.g out of hours GP) will seek your explicit consent and once granted will be able to view a snapshot of your medical record that cannot be modified, saved or deleted. Information marked as sensitive will not be shared and free text is not shared, only read coded clinical data.

3. Enhanced Record Sharing via GP Connect and SystmOne This is higher level up to full clinical record,  more useful level of detail that is can be made available to either other NHS organisations that use SystmOne (e.g. District Nurses, COVID-19 assessment hubs, MIU, Acute GP service or other GPs that you may be seeing temporarily that operate a different computer system. Sensitive codes or text or details that have been marked as 'private' will not be shared and notes marked as safeguarding relevant can only be viewed by those with safeguarding rights. All users need to have operational NHS Smart Cards and record access is fully auditable.

If an express dissent to share is not already registered, enhanced sharing will be made available to other NHS organisations that may care for you from Wednesday 29th April up until end of September 2020 as per NHS England guidance. There is still however an obligation for them to obtain express permission to view your GP records where practical to do so.

If you wish to confirm your preference for enhanced record sharing beyond the end of September, please download the consent form below and email it back to

Enhanced Data Sharing Consent Form

Please click on the above links to find out detailed information on both areas. Further information on how the legal framework for record sharing has evolved can be found on our GDPR page.

Sharing Data for Pandemic Planning and Research (COVID-19)

This practice is supporting vital coronavirus (COVID-19) planning and research by sharing your data with NHS Digital.

The health and social care system is facing significant pressures due to the coronavirus (COVID-19) outbreak. Health and care information is essential to deliver care to individuals, to support health, social care and other public services and to protect public health. Information will also be vital in researching, monitoring, tracking and managing the coronavirus outbreak. In the current emergency it has become even more important to share health and care information across relevant organisations. This practice is supporting vital coronavirus planning and research by sharing your data with NHS Digital, the national safe haven for health and social care data in England. 

Our legal basis for sharing data with NHS Digital

NHS Digital has been legally directed to collect and analyse patient data from all GP practices in England to support the coronavirus response for the duration of the outbreak. NHS Digital will become the controller under the General Data Protection Regulation 2016 (GDPR) of the personal data collected and analysed jointly with the Secretary of State for Health and Social Care, who has directed NHS Digital to collect and analyse this data under the COVID-19 Public Health Directions 2020 (COVID-19 Direction).

All GP practices in England are legally required to share data with NHS Digital for this purpose under the Health and Social Care Act 2012 (2012 Act). More information about this requirement is contained in the data provision notice issued by NHS Digital to GP practices.

Under GDPR our legal basis for sharing this personal data with NHS Digital is Article 6(1)(c) - legal obligation. Our legal basis for sharing personal data relating to health, is Article 9(2)(g) – substantial public interest, for the purposes of NHS Digital exercising its statutory functions under the COVID-19 Direction.

The type of personal data we are sharing with NHS Digital

The data being shared with NHS Digital will include information about patients who are currently registered with a GP practice or who have a date of death on or after 1 November 2019 whose record contains coded information relevant to coronavirus planning and research. The data contains NHS Number, postcode, address, surname, forename, sex, ethnicity, date of birth and date of death for those patients. It will also include coded health data which is held in your GP record such as details of:

  • diagnoses and findings
  • medications and other prescribed items
  • investigations, tests and results
  • treatments and outcomes
  • vaccinations and immunisationsNHS Digital will analyse the data they collect and securely and lawfully share data with other appropriate organisations, including health and care organisations, bodies engaged in disease surveillance and research organisations for coronavirus response purposes only. These purposes include protecting public health, planning and providing health, social care and public services, identifying coronavirus trends and risks to public health, monitoring and managing the outbreak and carrying out of vital coronavirus research and clinical trials. The British Medical Association, the Royal College of General Practitioners and the National Data Guardian are all supportive of this initiative.Legal notices under the COPI Regulations have also been issued to other health and social care organisations requiring those organisations to process and share confidential patient information to respond to the coronavirus outbreak. Any information used or shared during the outbreak under these legal notices or the COPI Regulations will be limited to the period of the outbreak unless there is another legal basis for organisations to continue to use the information. For more information about how NHS Digital will use your data please see the NHS Digital Transparency Notice for GP Data for Pandemic Planning and Research (COVID-19).The application of the National Data Opt-Out to information shared by NHS Digital will be considered on a case by case basis and may or may not apply depending on the specific purposes for which the data is to be used. This is because during this period of emergency, the National Data Opt-Out will not generally apply where data is used to support the coronavirus outbreak, due to the public interest and legal requirements to share information.To read more about the health and care information NHS Digital collects, its legal basis for collecting this information and what choices and rights you have in relation to the processing by NHS Digital of your personal data, see:
  • Your rights over your personal data
  • National Data Opt-Out
  • Data which is shared by NHS Digital will be subject to robust rules relating to privacy, security and confidentiality and only the minimum amount of data necessary to achieve the coronavirus purpose will be shared. Organisations using your data will also need to have a clear legal basis to do so and will enter into a data sharing agreement with NHS Digital. Information about the data that NHS Digital shares, including who with and for what purpose will be published in the NHS Digital data release register.
  • NHS Digital has various legal powers to share data for purposes relating to the coronavirus response. It is also required to share data in certain circumstances set out in the COVID-19 Direction and to share confidential patient information to support the response under a legal notice issued to it by the Secretary of State under the Health Service (Control of Patient Information) Regulations 2002 (COPI Regulations).
  • How NHS Digital will use and share your data