Data Extraction and Information Sharing

General Practice Extraction Service (GPES)

Covid-19 planning and research Data


Purpose: Personal confidential and Special Category data will be extracted at source from GP systems for the use of planning and research for the Covid-19 pandemic emergency period. Requests for data will be required from NHS Digital via their secure NHSX SPOC Covid-19 request process.  


Legal Basis: NHS Digital has been directed by the Secretary of State under section 254 of the 2012 Act under the COVID-19 Direction to establish and operate a system for the collection and analysis of the information specified for this service: GPES Data for Pandemic Planning and Research (COVID-19). A copy of the COVID-19 Direction is published here:


Patients who have expressed an opt out preference via Type 1 objections with their GP surgery not to have their data extracted for anything other than their direct care will not be party to this data extraction.


Processor : NHS Digital


As you know, this practice keeps medical records on the computer. We have done so for a number of years. Some of the information in your medical record is entered onto the computer using a code. This means we can quickly search for information to help us plan and deliver your care. It also lets us send information electronically (such as blood results), highlight any problems, and carry out audits and other functions.

This coded information can be shared with other organisations. For example, we can send a list of medical problems to a consultant and ask for their opinion, or we can send a prescription to a local chemist. We do not ask for your consent (permission) in these instances.

Sometimes, however, we need your consent to send information to other organisations. There are strict regulations around this. You have the right to opt-out (say no) of us sharing your data in these instances and can do so using forms available on request at reception.

Opting out of data-sharing will in no way affect the care you receive at the practice. It is possible, however, that there could be an impact on your care if, for instance, you do not wish to have a Summary Care Record and you become ill in another part of the country when this practice is closed.

It is important that patients know the difference between Local Data Sharing, the Summary Care Record and NHS Digital Data and information Collection data sets, so that an informed choice can be made about whether you are happy for your data to be shared, or whether you wish to opt out.
We want to be sure that we give you the opportunity to decide at what level you would like to opt out of data sharing and are aware of the implications.

For many of the NHS Databases, where your information is extracted and uploaded from your GP record:

• You will not be asked for your explicit permission before the extraction takes place
• If you do not opt-out then your information will be extracted and uploaded from your GP record
• Your GP surgery is the data controller for your uploaded information
• Your GP surgery may not be able to genuinely control who has access to your uploaded information, or how your uploaded information is used (particularly for secondary purposes).

Benefits of sharing information

Sharing information can help improve understanding, responses to different treatments and potential solutions. Information will also help to:
• Provide better information to out of hours and emergency services 
• Prevent Prescribing of medication to which you may already have an allergy 
• Make more informed prescribing decisions about drugs and dosages
• Avoid unnecessary duplication in prescribing
• Increase clinician confidence when providing care
• Results of investigations, such as X-rays and laboratory tests will be readily available
• Reduce referrals, ambulance journey admissions, tests, time wastage and visits to healthcare premises
• Find out basic details about you, such as address and next of kin

Do I have a choice?

Yes. You have the right to prevent confidential information about you from being shared or used for any purpose other than providing your care, except in special circumstances.
If you do not want information that identifies you to be shared outside this practice, complete the relevant opt-out form that can be found below and return it signed to the surgery.
This will prevent your confidential information being used other than where necessary by the law.
If information about you has already been uploaded, then opting out will ensure that no further information is uploaded, and that any already uploaded information is either "blanked" or made unavailable.
Choosing not to have your data extracted in any, or all, of these ways will have no direct impact on any NHS or private organisation's ability to care for you.
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.

Objecting on behalf of others

If you are a carer and have a Lasting Power of Attorney for health and welfare then you can object on behalf of the patient who lacks capacity. If you do not hold a Lasting Power of Attorney then you can raise your specific concerns with the patient’s GP.

If you have parental responsibility and your child is not able to make an in- formed decision for themselves, then you can make a decision about information sharing on behalf of your child. If your child is competent then this must be their decision.

Data Sharing Schemes


National Data Opt-Out (NDOO)

For Information on the National Data Opt Out visit this page on our website

The Summary Care Record (SCR)

A Summary Care Record is an electronic record of important patient information, created from GP medical records. It contains information about medication you are taking, any allergies you suffer from and any bad reactions to medications you have previously had.
The record does not include detailed information about a patient’s medical history such as diagnosis or procedures.

It can be seen and used by authorised staff in other areas of the health and care system involved in your direct care. Giving healthcare staff access to this information can prevent mistakes being made when caring for 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.

Your Summary Care Record also includes your name, address, date of birth and your unique NHS Number to help identify you correctly. If you and your GP decide to include more information it can be added to the Summary Care Record, but only with your express permission.

If a patient does not opt out, they will automatically have a basic Summary Care Record; however a patient can opt out of or re-join the scheme at any time.

Children under 16 will automatically have a Summary Care Record created for them unless their parent or guardian chooses to opt them out.
If you are the parent or guardian of a child under 16 and feel that they are old enough to understand, then you should make this information available to them.

For more information visit

To opt-out of this please visit NHS Digital Website and download/print the relevant form and get it back to us at the practice.

Care & Health Information Exchange (CHIE)

CHIE Patient Leaflet

What is The Care and Health Information Exchange (CHIE)
Formally Hampshire Health Record (HHR) - 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. CHIE is a much more detailed version of the SCR.

What information is available in my Care and Health Information Exchange Record?
Your Care and Health Information Exchange records 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 Records?
The Care and Health Information Exchange 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.

All CHIE access is audit trailed.

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 by completing the Data Extraction Opt-Out Form - Found Here - and returning it to the practice.

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 CHIE record without your consent in an emergency.

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