This website uses cookies to function correctly.
You may delete cookies at any time but doing so may result in some parts of the site not working correctly.


Welcome to the Practice

GP vacancy! For more details, please click here...

Confidentiality & Medical Records


Bradford on Avon & Melksham Health Partnership (BoAMHP) has a legal duty to explain how we use any personal information we collect about you, as a registered patient at the practice. Staff at this practice maintain records about your health and the treatment you receive in electronic and paper format.   

What information do we collect about you?

We will collect information such as personal details, including name, address, next of kin, records of appointments, visits, telephone calls, your health records, treatment and medications, test results, X-rays, etc. and any other relevant information to enable us to deliver effective medical care.

How we will use your information

Your data is collected for the purpose of providing direct patient care; however, we can disclose this information if it is required by law, if you give consent or if it is justified in the public interest. The practice may be requested to support research; however, we will always gain your consent before sharing your information with medical research databases. 

In order to comply with its legal obligations, this practice may send data to NHS Digital when directed by the Secretary of State for Health under the Health and Social Care Act 2012. Additionally, this practice contributes to national clinical audits and will send the data that is required by NHS Digital when the law allows. This may include demographic data, such as date of birth, and information about your health which is recorded in coded form; for example, the clinical code for diabetes or high blood pressure. 

Processing your information in this way and obtaining your consent ensures that we comply with Articles 6(1)(c), 6(1)(e) and 9(2)(h) of the GDPR. 

Maintaining confidentiality and accessing your records

We are committed to maintaining confidentiality and protecting the information we hold about you. We adhere to the General Data Protection Regulation (GDPR), the NHS Codes of Confidentiality and Security, as well as guidance issued by the Information Commissioner’s Office (ICO). You have a right to access the information we hold about you, and if you would like to access this information, you will need to complete a Subject Access Request (SAR). Please ask at reception for a SAR form or obtain the form by clicking here Furthermore, should you identify any inaccuracies, you have a right to have the inaccurate data corrected.

Risk stratification

Risk stratification is a mechanism used to identify and subsequently manage those patients deemed as being at high risk of requiring urgent or emergency care. Usually this includes patients with long-term conditions, e.g. cancer. Your information is collected by a number of sources, including Bradford on Avon & Melksham Health Partnership; this information is processed electronically and given a risk score which is relayed to your GP who can then decide on any necessary actions to ensure that you receive the most appropriate care.

Invoice validation

Your information may be shared if you have received treatment to determine which Clinical Commissioning Group (CCG) is responsible for paying for your treatment. This information may include your name, address and treatment date. All of this information is held securely and confidentially; it will not be used for any other purpose or shared with any third parties.


You have a right to object to your information being shared.  Should you wish to opt out of data collection, please contact a member of staff who will be able to explain how you can opt out and prevent the sharing of your information; this is done by completing a form, preventing your information from being shared outside this practice.

Would you like a copy of your medical record?

Please complete this form and hand it in at reception, with the requested documentation.

Your request will take up to 30 days and you will not be charged for any copies.

Jackie Rush, Subject Access Request Administrator at the practice, will contact you for further information (if needed) and will let you know when the information you have  requested is ready for collection.

Upon collection you will be asked to provide proof of ID (driving licence/passport) before your medical records will be released.  If you do not have photo ID, Jackie will advise you on what alternative ID will be acceptable.


The information below this line is old and is being revised - 10.6.18


On-line access to a summary of your record


For those patients who have access to our online services we are pleased to announce that we are able to provide patients with online access to detailed coded information held on their medical record.

In order to access your read coded record online please study the information leaflet thoroughly. Once you have done this please read carefully and sign the "Application for online access to my read coded medical record" form and present it to reception with a valid form of photo ID such as a passport or driving licence.

Once this has been done we will endeavour to grant you access within 21 days. This does not include online access to other services such as prescriptions, which can be turned on instantly and accessed within 24 hours.

To view the Accessing GP Records Online Leaflet CLICK HERE.

To view the Application for Online Access to my Read Coded Medical Record Form CLICK HERE.

Please note that we are unable to process access requests made via SystmOnline.

Updated 15.02.2017

Age restrictions on SystmOnline

We are currently only taking new registrations for the online service from patients who are 18 years of age or over and following guidance from NHS England we are in the process of removing on-line access for existing online patients aged 11-17 years.  This is due to changes in guidance regarding consent. If you would like more information about this, please contact Matthew Glass at the surgery on 01225 866611.

Posted: 30.9.15

Privacy at the practice

At the Surgery, we fully respect your right to confidentiality, and are only too aware that there may be times you feel the need for some privacy when making arrangements.

If you feel the need to discuss your requirements away from the reception desk, then please mention this to our receptionist and they will be only too pleased to speak to you in a more private area.

Consent For Others To Access Your Records

If you would like to give permission to grant another person access to your medical records, we have a form that you would need to fill out and hand in to reception.

Please click here to download the form, which you can then print off to fill out. Alternatively, you can collect this form from the reception desk.

Children's Medical Records

If your child is under the age of 16 you can gain access to their health record. However, children over the age of 16 must give consent, preferably in writing, to the Practice to enable sharing of patient information with to be shared with specified persons.

Contacting Patients By Telephone

If a member of the Practice needs to contact you on the telephone, they will ask to speak with you. Should someone else answer the telephone, the name of the caller and where we are calling from will only be given BUT the reason for calling will not be. This is to ensure that your right to privacy is upheld. Voicemail messages may be left on answer machines if necessary but again the reason for calling will not be divulged.


Freedom Of Information Act

The Freedom of Information Act 2000 aims to produce a culture of openness in public bodies, by providing members of the public with the right to access information held. The main purpose behind this is to show how public money is being used.

Please click here to download the Bradford on Avon and Melksham Health Partnership Freedom of Information Act leaflet.

Summary Care Record


There is a Central NHS Computer System called the Summary Care Record (SCR). The Summary Care Record is to help emergency doctors and nurses help you when you contact them when the surgery is closed. Initially, it will contain just your medications and allergies.

Later on as the central NHS computer system develops, (known as the 'Summary Care Record' - SCR), other staff who work in the NHS will be able to access it along with information from hospitals, out of hours services, and specialists letters that may be added as well.

Your information will be extracted from practices such as ours and held on central NHS databases.

As with all new systems there are pros and cons to think about. When you speak to an emergency doctor you might overlook something that is important and if they have access to your medical record it might avoid mistakes or problems, although even then, you should be asked to give your consent each time a member of NHS Staff wishes to access your record, unless you are medically unable to do so.

On the other hand, you may have strong views about sharing your personal information and wish to keep your information at the level of this practice. Connecting for Health (CfH), the government agency responsible for the Summary Care Record have agreed with doctors' leaders that new patients registering with this practice should be able to decide whether or not their information is uploaded to the Central NHS Computer System.

For existing patients it is different in that it is assumed that you want your record uploaded to the Central NHS Computer System unless you actively opt out.

For further information visit these websites:

Connecting for Health Website

The Summary Care Record Website

If you choose to opt out of the scheme, then you will need to complete a form and bring it along to the surgery.

 Download the opt out form >>>>

Call 111 when you need medical help fast but it’s not a 999 emergencyNHS ChoicesThis site is brought to you by My Surgery Website