Your Medical Records

We need to hold personal information about you on our computer system and in paper records to help us to look after your health needs.

Doctors and staff in the practice have access to your medical records to enable them to do their jobs. Your doctor is responsible for their accuracy and safe-keeping.

From time to time, it may be necessary to share information with others involved in your care. Anyone with access to your record is properly trained in confidentiality issues and is governed by both a legal and contractual duty to keep your details private.

All information about you is held securely and appropriate safeguards are in place to prevent accidental loss.

In some circumstances we may be required by law to release your details to statutory or other official bodies, for example if a court order is presented, or in the case of public health issues. In other circumstances you may be required to give written consent before information is released – such as for medical reports for insurance, solicitors etc.

To ensure your privacy, we will not disclose information over the telephone or fax unless we are sure that we are talking to you.

Information will not be disclosed to family, friends, or spouses unless we have prior written consent, and we do not leave messages with others. Ordinarily, access to the records of the deceased must take place through Primary Care Support England.

You have a right to see your records if you wish. Please ask at reception if you would like further details.

Currently there are three ways that your information may be shared outside of Overton Park, and you can give consent to each individually. If we do not have your explicit consent, we assume that you do not consent and do not share your information.

The Summary Care Record and the sharing of basic information helps clinicians in A&E Departments and ‘Out of Hours’ health services to give you safe, timely and effective treatment. Your patient record will be held securely on confidentially on our electronic system, and will only be accessed by authorised healthcare professionals directly involved in your care.

You will be asked if healthcare staff can look at your information every time they need to, unless it is an emergency and they are unable to; for instance if you are unconscious.

Summary Care Record

This is used nationally across England, and contains basic information about your current medications; any allergies you have; any bad reactions you have had to medicines.

Overton Park Surgery recommends that you have an ‘SCR with additional information’, especially if you have any ongoing health conditions. This longer SCR lists your active conditions; significant procedures you have undergone; anticipatory care information; end of life care information; and your immunisation history.

Summary Care Record Opt Out Form – If you do not wish to have an SCR, you can opt-out of having one.


“Joining Up Your Information” – this is Gloucestershire’s shared health and social care record, and only relates to the Gloucestershire area. It is more detailed than an SCR, with information held by NHS organisations other than your GP surgery.

You can read more on the JUYI website:

Enhanced Data Model

This is specific to TPP SystmOne, the clinical system that Overton Park and multiple other medical services use. There are two parts: Sharing Out and Sharing In.

If you consent to Sharing Out, then services using TPP have access to entries that have been made here at Overton Park. If you consent to Sharing In, Overton Park will have access to entries made at other services that use TPP.