MEDICAL RECORDS (Patient Online)

With Patient Access you can use the internet to book appointments with your GP, request repeat prescription for regular medications and view your summary medical record online.  You may now apply for access to your detailed coded medical record online which includes the information from your summary medical record as well as additional information agreed with your doctor.  These requests are considered on a case by case basis and where agreed may take 4 - 6 weeks to process.

Being able to see either your summary medical record or your detailed coded record online may help you to manage your medical conditions. It also means that you can access it from anywhere in the world should you require medical treatment on holiday.  For legal reasons online access to detailed coded medical records is only available to patients over 16 years of age.

You can apply to access for your records by completing our application form (this form is also available at reception). You will need to complete this form and bring to reception; we ask that you bring the completed form along with photo ID and proof of address.

Our reception staff will photocopy this information and pass to our Administration team who will process your request within  3 working days. If you would like more information on this service please contact our Administration Manager Angela Bracey on 01843 855826 who will do her best to answer any questions you may have. 

Once signed up you are able to access the online system.

All patients have a right to access their Medical Records including data and any supplementary information held by East Cliff Practice. This is known as a Subject Access Request.


Requesting copies of your medical records.

In order for us to process your request as quickly and accurately as possible we ask that you put your request in writing stating exactly what information you are looking for. You will then be asked to complete a consent form appropriate to your request.

We do ask that if you do not require a full copy of your medical record, i.e. you only require a small part of the record or some specific information that you make this clear as it will make it easier to respond to your request, save staff time, copying and printing costs and reduce the environmental impact.



Under the GDPR, East Cliff Practice is not permitted to charge data subjects for providing a copy of the requested information; this must be done free of charge. However, should a request be deemed either “unfounded, excessive or repetitive”, a reasonable fee may be charged. Furthermore, a reasonable fee may be charged when requests for additional copies of the same information are made. The fee is based on the administrative costs associated with providing the requested information. 


Responding to your request

In accordance with the GDPR, East Cliff Practice will respond to all data subject access requests within one month of receiving the request. 

In the case of complex or multiple requests we may extend the response time by a period of two months. In such instances, will notify you and inform you of the reasons for the delay. 


Verifying your identity

In order to verify your request we are required undertake reasonable measures to confirm your identity. This will usually be in the form of requesting photographic identification, i.e. driving license or passport.


Practice Privacy Notice - and GDPR

In line with the new General Data Protection Regulation (GDPR) rules introduced in May 2018 we have produced a Practice Privacy notice (Word document).


How we use your data

We have produced a series of privacy notices which explain in more detail how we use your data, who has access and your rights in relation to this.

Information on how East Cliff Practice uses your data (Word document)

Information on how your data is used for medical research and audit purposes (Word document)

Information on the legal requirement to share data (Word document)

Information on how your data is used by National Screening Programmes (Word document)

Information for children on how we use your data (Word document)


Things to consider

If you print out any information from your record, it is your responsibility to keep this secure.  If you are at all worried about keeping printed copies safe, we recommend that you do not make copies at all. 

If you notice information on your record which you feel is inaccurate, or is not about you, please contact the surgery as soon as possible by emailing in to

You may have forgotten something in your record that you might find upsetting or perhaps difficult to understand – this may occur before you have spoken to your doctor or while the surgery is closed and you are not able to contact us. If you require further clarification, please contact the surgery for a clearer explanation.

If you know or suspect that your record has been accessed by someone that you have not agreed should see it, then you should change your password immediately. If you are unable to do this for some reason, we recommend that you contact the practice so we can remove online access until you are able to reset your password.

If you think you may be pressured into revealing details from your patient record to someone else against your will, it is best that you do not register for access at this time.

The practice has the right to remove online access to services for anyone that doesn’t use them responsibly.

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