Patient Access and proxy access
A unique new feature has been released for Patient Access. You can now request to act as a proxy for children, relatives and dependants that you care for using Patient Access.
This enables a parent, family member or carer to act on behalf of the patient with their access tailored accordingly. The proxy feature has gone through rigorous analysis to ensure there are no data privacy risks.
Appointment booking, repeat medication requests, messaging and, where applicable, access to medical records, can easily be accessed by the proxy once a relative or person has been linked.
Requesting proxy access
You can ask your GP Practice to register you for proxy access. They will guide you through the set-up process.
If the relative or person you wish to act on behalf of is at a different practice to yourself, you can ask your relative’s GP Practice to register you for proxy access.
What information do I need to provide to act on behalf of someone?
When the GP Practice registers you for proxy access, you will need to provide your identification (ID) to establish you are the person that you say you are. Please check with the practice regards the type of ID they require.
A legal basis will also be required. If the relative or person you wish to act on behalf of is aged over 11 years, consent from them for the proxy access must be provided to the Practice and recorded in either:
- Verbal consent to the GP witnessing the consent.
- Written consent. A signed consent form, or a letter from the relative or person, requesting that you are given proxy access. This form should also detail the level of access you will require, if you are uncertain about what access you require, please discuss this with the GP Practice. Examples include: access to book appointments and order repeat prescriptions only; or access to book appointments, order repeat prescriptions, view the patient’s medical records, share or download the patient’s medical records.
Note: If the relative or person you wish to act on behalf of is over 11 but is not mentally competent to give consent (e.g. if they have dementia), their GP practice will need to confirm that you are the right person to act on their behalf as a proxy. This will usually be because you are listed as their carer.
Getting set up to act on behalf relatives or people in your care
Note: A proxy being set up on Patient Access is currently dependent on the relative or person you wish to act on behalf of being at a GP practice using certain clinical software (EMIS Web). The practice will be able to confirm availability of this service.
Your proxy user account will be unique to you and is for your use only. Your proxy account should not be shared with others.
If you use Patient Access already
If you are an existing Patient Access user with your account linked to your GP practice and you are at the same practice as the relative or person in your care that you wish to act on behalf, your practice will set up access.
Once the practice set up access the relative or person you wish to act on behalf of will automatically display inside your account.
You will be able to find the relative or person in your Patient Access account on desktop under View Profile > Linked Users > Switch.
On IOS and Android apps, you can find the relative or person under More > Switch user. This brings up the names of any relative or person linked to your account.
If you’ve not used Patient Access before
If you have never used Patient Access and you are at the same practice as the relative or person in your care that you wish to act on behalf, your practice will create you as a proxy with a simple online services account.
After your practice has verified any necessary identification (ID), they will then provide you with a registration letter. You can then create your proxy account with those details, following the instructions on-screen in Patient Access.
Once you have logged into your proxy account, you will see any relatives or people that your practice has set up on your dashboard as a button.
You can view your own account details by clicking on your name, top right of the screen on desktop browsers.
On Android and IOS apps, you can find the relative or person under More > Switch user. This brings up the names of any relative or person linked to your account.
If your relative or the person you wish to act on behalf is at a different Practice
If your relative or the person that you wish to act on behalf is at a different Practice, you can ask their GP Practice to set you up as a proxy. You do not need to be registered with a practice yourself to do this.
Once they have provided you with a document detailing the linkage information, you can add the relative or person by clicking on View Profile in your own Patient Access account and following the steps on-screen in Patient Access:
- Click on Link another patient to your account.
- You then need to enter the account details that the GP has provided to link your relative or that person. You do this by entering the GP practice postcode of the patient you are linking to and then clicking Search.
- You then need to select the correct practice for the relative or person that you are linking to from the scrollable list and click Continue.
- You then then need to enter the Linkage Key and Account ID that the GP has provided to link to a relative or person.
- You then need to enter your own details and click Link patient account. Once you have successfully completed this you will then be shown a notification stating that ‘The patient has been linked successfully’. You can then click Okay to view the newly linked relative or person.
Please note that:
- If you are a proxy who is not linked to your own practice you will need to enter your own date of birth, family name followed by your account password.
- If you are a proxy who is linked to their own practice will need to enter only your account password.
Searching for linked relatives or people on your account
Where you have 4 or more linked relatives or people that you care for, you can use the Linked Users search box to search by name for those in your care. The list of available linked people is refined as you type. You can then click the button to switch to that person.
Switching back and forth from your own personal account
When you have switched to a relative or another person, you will notice a dark blue banner at the top noting ‘Acting on behalf of XYZ person’ to remind you. The relative or person’s name will also show top right on the screen.
Where relevant, the Patient Access app will also display ‘acting on behalf’ of information. This includes any video consultation call you are having with a GP and when an appointment is booked by you and added to your calendar.
On desktop browsers, you can swiftly switch back to your own account by clicking View Profile > Your Personal Profile > Switch.
On IOS and Android apps, you can switch back to your own account by clicking More > linked users.
When you carry out actions on behalf of relative or person
When you carry out an action on behalf of relative or person, you will be shown a notification reminding you. This will show once per login session, per relative or person. It asks you to proactively click No or Continue to confirm the decision.
If you are at a practice outside England
Unfortunately, proxy access is not available to certain practices outside of England. Please ask your GP Practice to check if they have the correct clinical system to set-up proxy access for you.
Still having a problem?
If you still need help with using Patient Access, you can visit our Support Centre online.
If you want to discuss medical issues, please contact your practice