Patient Record

Emergency Care Summary

There is a Central NHS Computer System called the Emergency Care Summary (ECS). The Emergency Care Summary is meant to help emergency doctors and nurses help you when you contact them when the surgery is closed. It will contain information on your medications and allergies.

Your information will be extracted from practices such as ours and held securely on central NHS databases.   

As with all systems there are pros and cons to think about. When you speak to an emergency doctor you might overlook something that is important and if they have access to your medical record it might avoid mistakes or problems, although even then, you should be asked to give your consent each time a member of NHS Staff wishes to access your record, unless you are medically unable to do so.

On the other hand, you may have strong views about sharing your personal information and wish to keep your information at the level of this practice. If you don’t want an Emergency Care Summary to be made for you, tell your GP surgery. Don’t forget that if you do have an Emergency Care Summary, you will be asked if staff can look at it every time they need to. You don’t have to agree to this.

Accessing your medical records at Somerford Grove


In accordance with the General Data Protection Regulation, patients have the right to access their data and any supplementary information held by Somerford Grove Practice; this is commonly known as a subject access request (SAR).

Data subjects have a right to receive;

  • Confirmation that their data is being processed
  • Access to their personal data
  • Access to any other supplementary information held about them

Options for access

This service will enable the patient to have full access to the information held in their health record. Prior to accessing this information, you will have to visit the practice and undertake an identity check and complete an online request form before being granted access to your records.

In addition, you can make a request to be provided with copies of your health record. To do so, you must submit a  Subject Access Request Form (SAR). The form is available here and can be submitted electronically . Alternatively, a paper copy of the SAR is available from reception. You will need to return the completed paper copy to the practice. Patients do not have to pay a fee for copies of their records.

Time frame

Once the SAR form is submitted, patients are entitled to receive a response within the maximum given time frame of one calendar month from the date of submission of the SAR.  We aim to fulfil the majority of SAR electronically. You may therefore be given access to download the requested information or have it to send to you by email.

If it is impossible for you to access electronic records, you will collect the printed records from the practice and we will let you know when they are ready for collection. You will be required to sign for the records and may be asked again to prove your identity. 


There may be occasions when the data controller will withhold information kept in the health record, particularly if the disclosure of such information is likely to cause undue stress or harm to you or any other person.  

Data Controller

Should you have any questions relating to accessing your medical records, please ask to discuss this with the Practice Manager.