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How we use your medical records

Important information for patients

This practice handles medical records in-line with laws on data protection and confidentiality.

 We share medical records with those who are involved in providing you with care and treatment.

We share medical records with other practices in Drake Medical Alliance (Roborough, Mannamead & Wycliffe Surgeries and North Road West Medical Centre) so that members of the clinical team, working across the federation have the information they need to care for you.

In some circumstances we will also share medical records for medical research, for example to find out more about why people get ill.

We share information when the law requires us to do so, for example, to prevent infectious diseases from spreading or to check the care being provided to you is safe.

You have the right to be given a copy of your medical record.

You have the right to object to your medical records being shared with those who provide you with care.

You have the right to object to your information being used for medical research and to plan health services.

You have the right to have any mistakes corrected and to complain to the Information Commissioner’s Office. 

Sharing your NHS Data

The data base and software used to store your GP health record is called SystmOne and is a very secure national system used by more than 2000 GP practices and 4800 NHS Organisations, including our local community health team at Livewell.

Through SystmOne we are able to share information with other healthcare professionals involved in your care, for example the local Community Nurses who may look after you when you leave hospital or become terminally ill or housebound.

You are able to choose whether or not to share information with other healthcare teams who use SystmOne and whether they can share information with us here at the practice.

Sharing OUT controls whether information recorded at our GP practice can be shared with other NHS health care providers.

Sharing IN determines whether or not our GP practice can view information in your record that has been entered by another NHS service who are providing care for you or who may provide care for you in the future (that you have consented can share out).

Please ask for a Data Sharing form at Reception or to speak to a member of the practice team.

Knowle House must share some information about patients to meet it's legal requirements.  We are also a research practice, and with your explicit consent, may share your information as part of this work.  Please click on the links below for further information.

Privacy Notice to meet legal requirements

Privacy Notice - medical research

Information Governance Policy

There may be some occasions when you need access to your medical records.  Please click on the link below for our Subject Access Request Policy which explains how you can do this.  Please note that through our online services you can get access to your medical information including test results.  For more information please ask any member of the practice team.

Knowle House Surgery Subject Access Request Policy


It is a requirement for all staff to keep your medical information confidential. Your information is only shared with other staff members who are directly involved with your care. Please be aware that we are unable to release medical information to your spouse, partner, or if your child is 16 years and over, such as laboratory results without your express permission in writing. If you are happy to have your information shared with another person, you may write to the practice manager giving your signed consent for this to happen. We will then annotate your medical record with this information. Please note, we are unable to release selective information due to lack of resources, so please be aware that if you give your written consent this will apply to all of your medical records until you repeal your consent once again in writing.

The Accessible Information Standard

The Accessible Information Standard aims to ensure that patients (or their carers) who have a disability or sensory loss receive information they can access and understand, for example in large print, braille or via email, and professional communication support if they need it, for example from a British Sign Language interpreter.

If you or someone you care for has a disability or sensory loss which results in special communication needs or requirements please let us know. You can inform a member of our reception team, your doctor or nurse or you can complete an Accessible Information Standard Patient Form which can be found in our waiting rooms and on our website.

Please follow the link to view our complete policy:

Accessible Information Standard Practice Policy

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