Proxy Access Consent

Proxy access lets patients access online medical services for someone in their care, for example a child.  This could be their online medical record, repeat prescriptions, appointments, and demographic data.

Both the patient and the representative requesting access need to be registered patients at our surgery.

Proxy access in children under the age of 11

All children under the age of 11 are assumed to lack the capacity to consent to proxy access. Those with parental responsibility for the child can apply for proxy access to their children’s online medical service.  This is because children under the age of 11 are deemed to not have the capacity to provide consent.  Identification of parental/guardian evidence will be required.

When the child reaches the age of 11, proxy access to the parent/guardian will automatically cease. The parent / guardian will need to request subsequent proxy access and it will need to be authorised by the patient (subject to a competency test of the child). Parental proxy access may be reinstated if, after discussion with the parent(s), the child’s clinician believes that proxy access would be in the child’s best interest.

Proxy access in children above the age of 11 and under 13 years of age

Requests for this age group will be assessed on a case-by-case basis. Some children aged 11 to 13 have the capacity and understanding required to decide.  Therefore they should be consulted and have their decision respected.

The responsible clinician will invite the child for a confidential consultation to discuss the request.  They will then use their professional judgement to decide whether or not to grant parental access and/or whether to withhold information.

If the Practice suspects coercive behaviour, access will be refused and documented in the medical notes.

Proxy access in adults (including those over 13 years) with capacity

Under the Data Protection Act 2018 patients over the age 13 are assumed to have mental capacity to consent to proxy access. If a patient with capacity provides their consent, the application should be processed on the same basis as the patient.

Proxy access in adults (anyone over 16 years)

The NHS determines patients as adults at the age of 16. Therefore, proxy access is not appropriate and explicit consent (via a separate form) is required to provide any third party (including parents/guardians) access to online medical services.

Proxy access in adults (including those over 13 Years) without capacity

Proxy access without the consent of the patient may be granted in the following circumstances:

  • The patient has been assessed as lacking capacity to decide on granting proxy access and the applicant has a lasting power of attorney for health and welfare registered with the Office of the Public Guardian.
  • The patient has been assessed as lacking capacity to decide on granting proxy access and the applicant is acting as a Court Appointed Deputy on behalf of the patient.
  • The patient has been assessed as lacking capacity to make a decision on granting proxy access and, in accordance with the Mental Capacity Act 2005 code of practice, the responsible clinician considers it in the patient’s best interests to grant access to the applicant.
  • When an adult patient has been assessed as lacking capacity and access is to be granted to a proxy acting in their best interests, it is the responsibility of the clinician to ensure that the level of access enabled, or information provided is necessary for the performance of the applicant’s duties.

Covid Passports

All patients aged 16 or over can download the NHS app and generate a covid passport if they have been vaccinated. They will also be able to access to covid vaccine certificates and also recovery certificates which will appear ten days after a positive covid PCR test and remain valid until 180 days after the date of the test.

Patients without access to the NHS App need to call 119 to have a postal certificate issued.

13 to 15-year-olds can sign up to the NHS app using their own e-mail address and as long as they pass validation with a passport, they will get access to covid vaccine certificates and also recovery certificates which will appear ten days after a positive covid PCR test and remain valid until 180 days after the date of the test.

Patients can also order repeat prescriptions.  For access to the medical record the practice needs to be contacted so they can assess the request.

12-year-olds and older will be able to request vaccine certificates online via https://www.nhs.uk/conditions/coronavirus-covid-19/get-digital-covid-pass/ or by calling 119.

Any certificate issued will be valid a month and if a longer duration is needed it must be requested by calling 119.

How to apply for proxy access

Patients wishing to request Proxy Access should complete the form below. Applications will be actioned within 28 days. 

Please complete this form in full. Once submitted, we will review your application and contact you with the next steps. 

Requests for patients aged over 11 years old will require review by one of our GPs who may request a face to face or telephone appointment with the patient and requesting representatives.  Both patient and requesting representatives will need to produce one form of photo ID.

Section 1: Patient’s Details (The person whose record is to be accessed on line via Patient Access)
Section 2: Details of person to be given access to this patient’s online information
Declaration

Privacy Protection

Information submitted through secure forms is used only for the purposes of processing your request. We may be in touch with you in relation to the information submitted.

All Information submitted through secure forms is secured with a private key and is accessed over a secure connection by nominated staff. We have a strict confidentiality policy.

This information is not shared with any third party organisations.

This information is retained for up to 28 days.

Learn more about our Privacy Policy and Terms of Use. Should you have any concerns about sending your personal details using the web, please use one of the alternative methods offered by our organisation.


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