Proxy Access

Giving another person access to your GP online services

Did you know that you can choose to give another person access to your online services on your behalf? You don’t need to know how to use these services or have a computer yourself to give another person access.

Please note, Bay Medical Group only allows medical record access to those aged over 16, where consent has been given.

Who can have access?

You choose who you want to give access to. This could be your carer, partner, parent or another family member. You can also give access to more than one person. Giving access to another person is your choice. No-one can go and ask for access to your online services without your permission.

Why you may want to give another person access

You may wish to allow another person to use your online services for different reasons. For example:

• You are very unwell or just need help managing your health
• You have a long term condition, for example diabetes, heart disease, asthma or high blood pressure and would like support with checking test results, ordering repeat prescriptions and understanding your treatment
• You are finding it more difficult to look after yourself, for example due to memory issues or speech difficulties
• You have learning difficulties and want someone else to help you understand your health
• You have a carer who can help you manage your health
• You may be planning for the future or choosing someone to hold lasting power of attorney for health and social care for you
• You are a young person and would like your parent or guardian to look after your health.
• You work away from home or are just busy and need help with booking appointments or ordering repeat prescriptions.
• You are not comfortable with using computers, smart phones, or tablets

Benefits

Some of the benefits are:

• You have peace of mind that someone is supporting you with managing your health
• The person you choose can help you make sure the information your surgery has about you is correct, for example your medication and allergies.
• You know that someone else understands your medical information and can provide information when you are unable to. This could be when you are unconscious or too unwell to speak or when you need help explaining or understanding something
• You can benefit from the convenience of using GP online services even if you do not use a computer or do not have access to the internet
• One member of the family can request appointments for everyone in the household and make sure the appointments fit with your family activities

Once a proxy user account is setup

If you are given proxy access to someone’s online services, you will find the access under the Linked Users sections, by switching from your profile to theirs.

Proxy access for patients registered at different practices.

You will have to register and use Patient Access to use proxy access services, if the patient and the proxy user are registered at different practices. The NHS App does not currently support this service.

What other patients who use this service had to say

How it works

AGE GROUPS:  

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 services to book appointments and order medication. 

When the child reaches the age of 11, access to the parent/guardian will automatically cease. Subsequent proxy access will need to be reauthorised by the practice. 
 

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

Some children aged 11 to 13 have the capacity and understanding required for decision-making with regards to access to their medical records and should therefore be consulted and have their confidence respected. The practice will allow Parents or Guardians to request appointments and order medication as a proxy user for children aged between 11 and 13. 

Proxy access in adults (including those over 13 years) with capacity
Patients over the age 13 (under UK DPA 2018) are assumed to have mental capacity to consent to proxy access. Where a patient with capacity gives their consent, the application should be dealt with on the same basis as the patient. The practice will allow Parents or Guardians to request appointments and order medication as a proxy user for children aged between 13 and 16 with patient consent.

When the child reaches the age of 16, access for the parent/guardian will automatically cease. Subsequent proxy access will need to be reauthorised by the patient via a new application with explicit consent or proof of lack of capacity. 

Proxy access in adults (anyone over 16 years)
Upon reaching the age of 16, patients are deemed as adults in the eyes of the NHS. Explicit consent is required to provide any third party (including parents/guardians) access to a medical record.

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 has registered the applicant as a lasting power of attorney for health and welfare 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 responsible clinician to ensure that the level of access enabled, or information provided is necessary for the performance of the applicant’s duties.

How to apply

Please ask for a form at any of our reception desks. ID, patient consent or proof of Lasting Power of Attorney will be required for over 16's requesting record access. 

Things to consider before giving another person access

• Is there any information in your records you would not like anyone to see or know about?
• Can you trust the person to keep your information safe and not share it with others or use it without your permission?
• Is anyone forcing you into sharing your online services with them or do you think someone could force you to share it with them? If so, we would advise that you do not give them access. If you have any concerns that someone has access to your online records without your permission, speak to your surgery and they can change your password or stop your online services
• How long would you like your chosen person to have access for? This can be for a short time, for example when you are suffering from a certain illness and you need support with managing your health during that time. It can also be ongoing so they can help you for a long period of time. You can discuss this with the Practice.

Lasting power of attorney for health and welfare or court appointed deputy

When a person is unable to make decisions for themselves, another person, usually a partner or close family member can be given legal responsibility over decisions concerning their life by the courts. This is called Health and Welfare Lasting Power of Attorney. A person with lasting power of attorney can ask the patient’s surgery for access to their online services. The GP will make a decision whether this should be allowed.

If you know that you would never want a particular person to have access to your online services if you become unable to make your own decisions, you should tell your GP and they will never share them with that person.

Why your surgery may refuse to give your chosen person access

On rare occasions, your GP could refuse to allow your chosen person to use GP online services on your behalf. If this happens, your GP will discuss their reasons with you. Some of the reasons your GP could have are:

• Your GP does not think it is in your best interest for your chosen person to use these services on your behalf
• You or your chosen people have misused online services in the past
• The Practice is concerned that your chosen person will not keep your information safe
• The Practice suspects someone is forcing you to give them permission to use your online services
• You are not able to make decisions for yourself.

Why your surgery can stop the service

• We believe your chosen person is forcing you to share your GP records with them or with another person.
• Your chosen person has misused your GP information
• You are no longer able to understand or remember that you gave your chosen person permission to use online services on your behalf
• You have told the Practice in the past that if you become unable to make decisions for yourself, you do not wish for your chosen person or anyone to have permission to your online services
• You have died.

How you can stop the service

You can choose to take away access to your GP online services from your chosen person at any time. To end the service, you need to let your surgery know you would like them to switch off online access for your chosen person and give them the reason. We will then stop the service and your chosen person will not be able to use their login details to look at your information.

Why you may want to stop access

Some of the reasons you can choose to end the service are:

• You only needed your chosen person to support you for a short time, for example when you were suffering from a certain illness and you needed help with managing your health during that time
• You want to give this responsibility to another person, for example, if you have a new carer or personal assistant
• Your relationship with your chosen person has broken down
• Your chosen person has misused information in your GP records, for example, they have collected medication in your name or they have shared your private information with someone without your permission.