Your Health Care Record Privacy and Data Sharing


There are a number of situations where your medical records are shared outside of Ordsall Health Surgery.

These are as follows:

Reason Explanation
For your personal care e.g. When we do a referral for you to a specialist at the hospital we include information like your main past medical history, drugs & allergies
At your request and authorisation e.g. For an insurance report, or Subject Access Request
When we are required by law e.g. court order, in the interests of public safety, Department of Work & Pensions reports, Coroners reports
Summary Care Record Key summary medical information is held on the NHS database along with your demographic data . (See below)
NHS Digital Your medical record is used for important national research and planning. (See below)
Greater Manchester Care Record & Salford Integrated Record Your medical record is linked with information from other health and social care providers across Greater Manchester. (See below)
Transferring your electronic record When you move practices, your data that is held electronically will be transferred to your new practice.

(Please follow this link for more information)

Please also see the downloadable diagram of the various data flows and opt out options. 


Summary Care Records

Information about drugs, allergies, key medical conditions are linked to your demographic data (e.g. name, address, date of birth, NHS number & contact details).  This can be accessed by any health care provider across the NHS should you need care in another area say when on holiday.  More information can be found about Summary Care Records here. You are automatically opted into this.  You cannot opt out of sharing of your demographic data, but you can choose to opt out of the sharing in 3 different levels

  • Sharing your significant past and present medical history, your medications, allergies, immunisations, any end of life care information. (This level is automatic and requires no further action)
  • Share only your medication and allergy information.
  • Share no information.

For the last 2 options, please complete and return the SCR Patient consent preference form.

NHS Digital

From 1 September 2021 some of your health record will be provided from your GP record in a pseudo-anonymised form.  This means that all your demographic data is removed (like name, date of birth, address) and a unique code is used.  Not all your data is collected, but only main structured and coded information and not the description text.  For example, at a consultation a GP may code ‘chest infection’ and in the description text they might add detail about how long there has been a cough etc, and details of findings at clinical examination.  It will also not include letters & photos. The information is then used for the very important work of research and planning e.g. responding to the COVID 19 pandemic.  Rarely, the unique code can be used to trace the record back to your details.  You can find out more information from the NHS data sharing weblink.

Should you wish to opt out there are 2 opt out options, you may want to do one or both:

  • To opt out of your GP records being shared with NHS digital then you need to download and return a Type 1 Opt-out form to the practice.
  • To opt out of NHS digital using any of your identifiable data collected from your GP records and/or other sources then you should register a National Data Opt-out using this link.  This cannot be done at the practice.

Please note that during the COVID 19 Pandemic the practice is legally required to provide your data.  You can find out more information relating to this subject from the General practice transparency notice for GPES data for pandemic planning and research (COVID-19) and from the NHS general Privacy Notice.

Greater Manchester Care Record & Salford Integrated Record

Your health and social care information is shared across Greater Manchester to help provide you with good care e.g. should you be admitted to a hospital in another part of Greater Manchester the doctor or nurse there can access vital information in your record.  More detailed information is held in this than is provided in the Summary Care Record and is collated from other providers e.g. hospitals and mental health services as well as GP practices.  You can find out more information from the Greater Manchester Care record and the Health Innovation Manchester guidance links.

The GM Care Record is also being used for research & planning services during the pandemic under current legislation and in the future it is hoped that is will be able to be used for this once further information governance requirements are in place.

The Salford Integrated Record, a bit like the Greater Manchester Care Record, links data from health care providers in Salford.  This is not used for direct patient care now as it used to be (that role has been taken over by the Greater Manchester Care Record) but is used for research and planning purposes.  If you opt out using the Local Data Sharing Opt Out, your data will not be shared with Greater Manchester Care Record or Salford Integrated Record.

You can choose to opt out your GP data being provided to the Greater Manchester Care Record & the Salford Integrated Record by downloading and completing the Local Data Sharing Opt Out form .  Please note that your GP may wish to discuss this with you.

Further information & Privacy Statement

For more detailed information on how we take care of your records please read the practice Privacy Notice 

General Practice Transparency Notice for GPES Data for Pandemic Planning and Research (COVID-19).

This practice is supporting vital coronavirus (COVID-19) planning and research by sharing your data with NHS Digital. For more information about this see the General Practice Transparency Notice for GPES Data for Pandemic Planning and Research (COVID-19).

GPES Data Extraction for Pandemic Planning and Research (COVID-19)

Data Extraction relating to COVID19 Information

In common will all other GP Practices, the Surgery is legally obliged to extract personal confidential data from our patients’ GP records and upload them to NHS Digital for COVID-19 pandemic planning and research purposes.