If you wish to, you can use the internet to book appointments with a GP, request repeat prescriptions for any medications you take regularly and look at your medical record online.

Being able to see your record online might 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.

If you decide not to join or wish to withdraw, this is your choice and practice staff will continue to treat you in the same way as before. This decision will not affect the quality of your care.

You will be given login details, so you will need to think of a password which is unique to you. This will ensure that only you are able to access your record – unless you choose to share your details with a family member or carer.

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

If signed up, you can get access to:

  • Booking GP appointments online
  • Repeat prescriptions online
  • Viewing your GP records online

From 3rd May 2023, patients will have automatic access to their prospective (future) consultations.

It will be your responsibility to keep your login details and password safe and secure. If you know or suspect that your record has been accessed by someone who does not have your permission to see it, then you should change your password immediately.

If you can’t do this for some reason, we recommend that you contact the practice so that they can remove online access until you are able to reset your password.

If you print out any information from your record, it is also 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.

How to sign up

1. Download NHS App

Did you know that patients can access online services directly via the NHS App, without the need to request access from The Exchange Surgery?

The NHS App is a simple and secure way to access a range of NHS services on your smartphone or tablet. You can also access NHS App services from the browser on your desktop or laptop computer. To find out more go to www.nhs.uk/apps-library/nhs-app

After you download the app, you will need to set up an NHS login and prove who you are as follows:

  • 1. take a photo of your I.D.
  • 2. record your face using your device
  • 3. enter your NHS number if you know it

If your device supports fingerprint detection or facial recognition, you can use it to log in to the NHS App each time, instead of using a password and security code.

If you have any issues using or downloading the app, please check the NHS App help and support page.

2. Fill out our Register for Online Services form

If you want to be able to access your medical record, order repeat prescriptions and book appointments online, please register for online services by completing our Register for Online Services form.

Online Access for Adults

You will need to provide photo ID when you sign up. Please allow two working days for us to process your request.

To complete your online registration, we request that you upload a photo of yourself holding a proof of your ID, with both your face and the ID clearly visible in the photo.

The ID must be either a passport or a driving licence which is currently in date.

Alternatively, you can bring your ID to the practice for staff member to verify you. If you do not have a photo ID, please come to the practice and speak to our receptionist to verify your identity.

If you are requesting proxy access, we require proof of ID for both yourself and the patient.

Online Access for Children under 11 years old

Parents and guardians of children who are under 11 years old can request access to full medical records and it is essential to establish that they have parental responsibility and right of access to the child’s record.

  • Follow same steps as you would for adults
  • ID documents needed are: child birth certificate and parent’s photo ID

Advise parent/guardian that access to medical records and requesting medication will be revoked upon child’s 11th birthday. Once child reaches 11 years old, they can make a request to review records and be approved on case to case basis by named GP and manager.

Online Access for Children 11-13 years old by proxy

Please request proxy access again online. The named GP will review the child’s records to approve the request. Access will be given until 13th birthday only. Please allow 10 working days to process the request.

Online Access for Children 13-15 years old by proxy

To grant proxy access we need the child’s consent.

You can fill out a request online on our website and a member of staff will call your child to confirm their consent. If your child has a mobile number, please confirm it, so we can call your child directly after school hours.

Alternatively, your child can fill out the Teenage Proxy Access Request Form at the reception in person.

The named GP will review the child’s records to approve the request. Access will be given until 16th birthday only. Please allow 10 working days to process the request.

Online Access for Children 16 years and over by proxy

After their 16th birthday young people who have the NHS App and an NHS Login will have automatic access to all GP Online Services, including future information recorded into their notes.

Online Access for Adults by proxy

We encourage patients to have access to their own records, but anyone can consent to proxy access to GP online services.

Fill out this form:

Enhanced Access to medical records

Sometimes you might need access to your full medical records. We encourage patients to access them online. Please send us an email to lamccg.exchangesurgeryreception@nhs.net to request this, attaching a photo with you holding a photo ID. Alternatively, you can fill out the Enhanced Access form at the practice and bring your photo ID so we can verify your identity.

When we receive your request, we have to check with the doctor who usually sees you, that nothing in your notes could harm either your (or someone else’s) physical or mental state. Or if there is information from, or about, a 3rd party who has not given consent. We have a legal right to decide not to disclose these parts of your medical records to you.

Your records will not be ready for you to view on the same day. We will arrange a time within 21 days for you to view your records.

You can also request a printout of all your records or parts of your records. Please consider your request carefully and request only the necessary information.

Before you apply for online access to your record, there are some other things to consider.

Although the chances of any of these things happening are very small, you will be asked that you have read and understood the following before you are given login details.

Things to consider

Forgotten history

There may be something you have forgotten about in your record that you might find upsetting.

Abnormal results or bad news

If your GP has given you access to test results or letters, you may see something that you find upsetting to you. This may occur before you have spoken to your doctor or while the surgery is closed and you cannot contact them.

Choosing to share your information with someone

It’s up to you whether or not you share your information with others – perhaps family members or carers. It’s your choice, but also your responsibility to keep the information safe and secure.


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.

Misunderstood information

Your medical record is designed to be used by clinical professionals to ensure that you receive the best possible care. Some of the information within your medical record may be highly technical, written by specialists and not easily understood. If you require further clarification, please contact the surgery for a clearer explanation.

Information about someone else

If you spot something in the record that is not about you or notice any other errors, please log out of the system immediately and contact the practice as soon as possible.

More information

For more information about keeping your healthcare records safe and secure, you will find a helpful leaflet produced by the NHS in conjunction with the British Computer Society:

Please also see our Access to medical Records Policy.