GP online services toolkit

The guidance in this section is for practice clinicians, managers and staff manage GP online services and make decisions about patients’ online access.  Anyone in the practice who interacts directly with patients should be aware of the patient registration process for online services, especially reception staff.

It describes in detail how to sign up new applicants for GP online services, including the procedures for verifying the identity of the person requesting an online account, clinically assuring the patient record for online access and discussing access with the patient before services are switched on.  It also covers applications from people acting on behalf of the patients, such as parents, family members and carers (proxy access).

Patients may book an initial appointment online as soon as they have completed a simple online registration process.  Full access to appointment, repeat prescription ordering or record access services require a secure identity verification process.  This may be carried out by the practice or remotely by the NHS as part of an application for an NHS Login.

• Infogram - Reception process for applications for practice online services (50 KB PDF) – Seven steps to receive and complete an application for any GP online services.
• Checking patient records - FAQ (60 KB DOC) – Guidance on how to check patient’s record for evidence that the patient may be at risk from record access.
• Managing potentially harmful information (87 KB DOC) – Guidance on the purpose of redaction tools in the practice IT system and when to use them. This should be read with your system suppliers training materials on redaction.
• Patient information themes for GP online services (88 KB DOC) – the themes that practice might find useful to use in the practice information for patients on GP online services.
• Identity Verification (60 KB DOC) – Guidance on how to verify the identity of someone who is asking for login credentials for GP online services.
• SNOMED CT terms that control automatic record access (252 KB DOC) – Guidance on using the SNOMED CT terms created to block individual patient’s receiving automatic record access.
• Flowchart - SNOMED CT terms that control automatic record access (168 KB PDF) – a summary of how and when the SNOMED CT terms function.
• Flowchart - new patient registration and auto access (171 KB PDF) – a guide to manage automatic record access for a new patient registering with the practice.
• Coercion (154 KB DOC) – Guidance on the impact of coercion to share record access with a third person or failure to maintain the privacy of online record access.
• Safeguarding and automatic record access (733 KB DOC) – Guidance on managing safeguarding risks and online record access.
• Safeguarding and vulnerable groups (838 KB DOC) – Guidance on how specific groups of vulnerable groups of patients may not be able to manage online record access safely.
• Woodman J et al, Online access to medical records: finding ways to minimise harms, BJGP, 2015.
• Online Health and Prescription Services, NHS.uk, – an introduction for patients on GP Online Services, with links to help patients download the NHS App, get for an NHS Login, and a list of other patient facing services apps that let you register for access to GP Online Services with the NHS Login.