Data Sharing and Confidentiality

Contact details

We are able to hold your home number, mobile number, and email address. By giving these details to us, you consent to us using them to contact you by phone, email or SMS. Please ensure these details are kept up to date, particularly for teenagers and young people who may have the contact details for their parent or carer on their record.

If you wish to opt out of text messaging, please contact us.


Summary Care Record (SCR)

What is a Summary Care Record?

The Summary Care Record (SCR) is an electronic record containing information about the medicines you take, allergies you suffer from, and any serious reactions to medicines you have had. Storing this information in one place makes it easier for relevant healthcare staff to treat you in an emergency, or when your GP practice is closed. This information could make a difference to how a doctor decides to care for you, for example which medicines they choose to prescribe you. With your consent, additional information can also be added to your record.

Who can see my Summary Care Record?

Only healthcare staff involved in your care can see your Summary Care Record.

Do I have to have a Summary Care Record?

No. It is not compulsory for you to have a Summary Care Record. If you wish to opt out, you will need to complete a form and bring it to the surgery. Click here for the opt-out form.

For further information visit the NHS Care Records web page or view the Summary Care Records patient information sheet.

Case study

You are in an accident at the weekend in Nottingham and don't have a full list of your medication or allergies. The A&E department ask for your consent to check this information on the SCR.


Care and Health Information Exchange (CHIE) - formally Hampshire Health Record (HHR)

What is the Care and Health Information Exchange?

The Care and Health Information Exchange (CHIE) is an electronic record containing key information about your medical history from hospital, general practice, community care and social services in Hampshire. It is a safe way of sharing information about patients to those treating them. This lets them provide faster and more accurate care. The HHR is a much more detailed version of the SCR.

What information is available in the Care and Health Information Exchange?

Your CHIE record contains information about the medication you are currently taking, your allergies, test results, and other critical medical and care information, such as diseases you have and operations you have had. Health and care staff can access your information if they have your permission to do so.

Who uses the Care and Health Information Exchange?

The Hampshire Health Record benefits nearly all clinicians within the local (Hampshire) NHS and is used by a variety of people, from hospital doctors and pharmacists, to community nurses, podiatrists, occupational therapists and physiotherapists, as well as your GP.

Having access to your record allows clinicians to have a much wider view of information than they might otherwise have to hand, which in turn is beneficial to providing your regular health care. In situations where a clinician may not have any history of your previous treatments, for example in Accident & Emergency, access to information about allergies, diagnosis and medication can provide vital details that will help them give you the best care and advice possible.

What can I do if I don’t want my record shared?

If you don’t want to have your information shared, you can opt-out. To opt out or to request a copy of your record, fill out the appropriate form found here and bring it to the surgery.

To find out more about the Care and Health Information Exchange Record, visit the Care and Health Information Exchange website.

Case study

You are brought in to A&E at Southampton General Hospital. You are unconscious. The doctor is able to access your coded medical records to check your medication, allergies and significant medical problems to ascertain you don't have epilepsy or diabetes. Note they are able to access your HHR without your consent in an emergency. All access is audit trailed.


Medical Interoperability Gateway (MIG)

The MIG project enables GPs to see information recorded by the community teams about a patient, and for community staff to see information recorded by the GPs without having to log onto another system or to search for the patient in another system.

Who uses MIG?

Information will be available between the following organisations within Hampshire:

  • GP surgery
  • Mental Health
  • Children’s Services
  • Older People’s Mental Health Inpatients
  • Older Person’s Mental Health Community
  • Adult Nursing and Therapies

Who can see my information on MIG?

Of the above, all patients will have a GP record, but not all patients will have one of the other records. The GP record will only be visible to the other service if the other service has a record of their own. Staff will only be able to access MIG with your consent, and access will be audited.

What can I do if I don’t want my record shared?

If you don’t want to have your information shared, please contact the surgery and let us know.

Case study

The Health Visitor for a mum and new baby wants to check that they have had their 8 week check. The Health Visitor can use MIG to check this has been done and no concerns were raised by mum or the GP.


Confidentiality & Medical Records

The practice complies with data protection and access to medical records legislation. Identifiable information about you will be shared with others in the following circumstances:

  • To provide further medical treatment for you e.g. from district nurses, hospital services and any clinics hosted by the local Practice Federation (Eastleigh Southern Practices Network)
  • To help you get other services e.g. from the social work department. This requires your consent.
  • When we have a duty to others e.g. in child protection cases, or for the prevention and detection of crime

Anonymised patient information will also be used at local and national level to help the Clinical Commissioning Group and Public Health plan services e.g. for diabetic care.

If you do not wish anonymous information about you to be used in such away, please let us know. Reception and administration staff require access to your medical records in order to do their jobs. These members of staff are bound by the same rules of confidentiality as the medical staff.

Freedom of Information

Information about the General Practitioners and the practice required for disclosure under this act can be made available to the public. All requests for such information should be made to the practice manager. For more information, please see our Freedom of Information Protocol.

Access to records

In accordance with the Data Protection Act of 2018 and access to health records act, patients may request to see their medical records. Such requests should be made through the secretaries. No information will be released without the patient consent unless we are legally obliged to do so.

Case study

The GP refers you to Orthopaedics. Within the referral letter are your significant medical problems, your allergies, your medications and your recent consultation with the GP. The Consultant is able to use this information to ensure they are treating you safely.



Hedge End Medical Centre actively supports clinical research studies within primary care. The NHS Constitution states that Research is a core function of the NHS. Clinical Research is a major driver of innovation and central to NHS practice for maintaining and developing high standards of patient care.

Ultimately, clinical research means patients get access to new treatments, interventions and medicines. Investment in research means better, more cost effective care for patients.

National Data opt-out

The national data opt-out was introduced on 25 May 2018 and replaces the previous ‘type 2’ opt-out.  NHS Digital collects information from a range of places where people receive care, such as hospitals and community services.  The new programme provides a facility for individuals to opt-out from the use of their data for research or planning purposes.  For anyone who had an existing type 2 opt-out, it will have been automatically converted to a national data opt-out from 25 May 2018 and you will receive a letter giving you more information and a leaflet explaining the new national data opt-out.

To view the patient information leaflet produced by NHS Digital click here.

The national data opt-out choice can be viewed or changed at any time by using the online service at

For more information, click here.

National Institute for Health Research

In 2006 the Department of Health set up The National Institute for Health Research (NIHR) to improve the health and wealth of the nation through Research.

The NIHR Clinical Research Network (CRN) was introduced to provide the infrastructure to the NHS to allow high quality research to be set up and delivered efficiently and effectively. Hedge End Medical Centre is part of a network of local practices participating in research activities under the banner of CRN Wessex. To find out more about the work of the NIHR Clinical Research Network go to

What is Primary Care Research?

The CRN Primary Care speciality works in collaboration with researchers and primary care practitioners such as GP’s, practice nurses, pharmacists and dentists to promote the successful delivery of research studies in the NHS.  A wide range of research studies are supported which look at:

  • Promoting a healthier lifestyle
  • Disease diagnosis and prevention
  • Management of long-term illnesses such as diabetes or hypertension
  • Prevention of future ill-health
  • Treating common conditions such as tonsillitis or influenza

What are the benefits of GP practices taking part in Research?

  • It offers patients access to new treatments
  • It brings new dimension to practice and added skills to those involved
  • It provides national gold standard training for research
  • It offers mentorship and support to those involved in research within practice

How can you help and take part at Hedge End Medical Centre?

There are many various ways a patient can become involved in studies:

  • A doctor or nurse may talk to you about a particular study and ask whether you would be interested in participating
  • You may be sent information through the post if we feel you may be a suitable participant
  • You may read information about a current study in the patient waiting room or on the surgery website and wish to take part by contacting your GP or the Research Nurse.

You are under no obligation to participate in any research project. Your care and your relationship with your doctor or nurse will not be affected in any way if you decided not to take part in a research study. You will always receive clear information about what taking part in a research study would involve. You will have the opportunity to ask questions and obtain further details about a study. If you do agree to take part in a study you will be asked to sign a consent form. This will clearly state which parts of your notes (if any) may be looked at for the purposes of the research study. Nobody from outside this practice will be given your contact details or have access to your medical records without your prior consent.

Please note: the funding for our research activity is via the CRN so does not come out of the practice's own budget and therefore does not affect our patients' services. All clinical research carried out at Hedge End Medical Centre is thoroughly checked and approved by ethical committees thus ensuring it is appropriate and safe to perform. Your participation is entirely voluntary and can be withdrawn by yourself at any time without any explanation required.

Case study

Bournemouth University, in conjunction with the National Institute for Health Research, are testing whether participating in Tai Chi slows the progress of mild cognitive impairment. The Practice writes to the patient / carer of anyone with this diagnoses and invites them to take part in the study. The letter from the practice contains information the research team if they wish to participate.

Covid-19 Research

We have agreed to take part in supplying patient data to the Nuffield Department of Primary Care at the University of Oxford, and the Royal College of General Practitioners to help them develop a deeper understanding of the COVID-19 pandemic in general practice.

The data – shared under strict governance guidelines – will enable researchers to understand the spread of COVID-19, including tracking when it peaks and helping to inform government strategy around measures such as social distancing and lockdown. Practices are also being asked to support public health surveillance by supplying samples from symptomatic patients and providing extra blood samples from asymptomatic patients having routine blood tests. Some practices are also being asked to take part in rapid clinical trials of selected medicines to reduce the duration and severity of the virus. The first trial will need up to 3,000 patients. As many practices as possible are needed to support the work.

The programme will form a key part of the UK approach to clinical trials of selected medicines to reduce the duration and severity of the virus, and a possible vaccine.

The agreement will be activated until the end of March 2021.


EMIS Community

We increasingly work with other local GP practices to provide a wider range of services. When you book an appointment for these extended services, EMIS Community allows information recorded by your GP to be shared with these services and for your GP to view information recorded by these services.


GP Connect

GP Connect has been enabled to make appointment booking and clinical information sharing with a range of national NHS services including NHS 111. For more information on this click here.

If you have any concerns about who has access to your medical information, or questions about sharing information with other agencies, please contact the practice.