Your Electronic Health Record

your care data

How we use your electronic health record

The National Health Service has become increasingly reliant on electronic record systems for clinical and non-clinical purposes.

There are many benefits to using a computerised system for storing information, the main reason being easier retrieval of information and quicker access to information for those who need it.

Therefore, as well as your paper record, the Practice hold an electronic record for you too.

This means any time you visit the surgery your consultation will be recorded into your electronic record.

Repeat prescriptions, hospital correspondence and test results are all stored in your electronic health record.

This information aims to explain how we use your electronic health record, and who has access to your information.


Your electronic record holds details of all prescriptions you have received. This enables accurate tracking of both repeat and acute prescriptions. A recent NHS initiative allows the prescription to be bar-coded and managed electronically by the pharmacist which is designed to improve patient safety and accuracy.

Electronic Lab Results

The Practice is able to receive test results electronically from labs within Ayrshire & Arran. This has been hugely beneficial to the Practice and patients' results are usually returned within 24 hours.

SCI Gateway

The Scottish Care Information Gateway is the National product used by NHS Scotland for the electronic exchange of clinical information. The Gateway provides secure and efficient communications between primary and secondary services. The Practice use SCI Gateway in the following ways:

  • Referral letters to hospitals within Ayrshire & Arran
  • Department of Work and Pensions updates for those on long-term sickness benefit
  • Ayrshire & Arran Diabetes Register

Emergency Care Summary (ECS)

Your ECS contains information about your health which might be important if you need urgent medical attention when the Practice is closed.

Your ECS contains information to identify you ie name, address, registered GP; any medicines you have been prescribed recently; any medicines you are allergic to.

Your ECS can be viewed by Ayrshire Doctors On Call; NHS 24; Accident and Emergency Department. You will be asked on attendance if you are happy for the clinician to access your ECS before they do. You can opt out from this service now if you wish.

Ayrshire Doctors On Call (ADOC)

If you have a chronic long term illness the Practice is required to provide ADOC with information on your current management and treatment. This is aimed to help the doctor should you need their assistance when the Practice is closed.

The information provided will be a brief note of any chronic medical conditions, any current medication and any recent hospital admissions.

The Practice will ask for your consent before any information is given.

Data Protection

Your medical records are processed in accordance with the Data Protection Act 1998.  We cannot divulge information regarding you to anyone else unless we have your permission to do so or are required to by law.

We are required to give information to the local health authority, verifying the service provision to certain patients, in order that the Practice may receive its appropriate remuneration.  This information is processed in accordance with your rights as defined under the Act.

Sometimes we may participate in studies that are designed to improve the way services are provided to you or to check that our performance meets required standards and benchmarks.  Whenever we take part in activities such as these we will ensure that as far as possible any details that may identify you are not disclosed.

We are sometimes involved in health research and the teaching of student nurses, doctors and other health professionals.  We will not use or disclose any identifiable personal health information for these purposes unless you have been informed beforehand and give your consent for us to do so. 

If you have any queries or concerns on how we use your personal health information, or would like to access your information, please contact the Practice Manager.

If you would like to know more about how the Data Protection Act 1998 protects your individual rights, please contact:  Data Protection Officer, IM&T Department, Ailsa Campus, Dalmellington Road, Ayr, Telephone 01292 513122.

The Practice Team

All clinicians and administrative staff within the Practice team have access to your records.

Strict access and security controls apply. No person within the Team will access your records unless it is necessary.


The Practice is registered with the Information Commissioner’s Office and complies with the Data Protection Act 1998.

SCI Gateway is in line with BS7700, the approved standard for IT security management.

All redundant media will be disposed of securely and all information wiped from the machine.

You have a choice

If you are happy for your information to be used in this way you do not have to do anything. If you have any concerns or wish to prevent this from happening, please speak to practice staff or download the opt out form below, complete it and return it to the practice

We need to make sure that you know this is happening and the choices you have.

doc How information about you helps us to provide better care

doc Care Data - Frequently Asked Questions

doc Opt Out Form - Download, complete and return to the practice

docHealth Data Collection and Health Observatory

You can find out more on the NHS England Care Data website


There is a new Central NHS Computer System called the Summary Care Record (SCR). It is an electronic record which contains information about the medicines you take, allergies you suffer from and any bad reactions to medicines you have had.


Why do I need a Summary Care Record?

Storing information in one place makes it easier for healthcare staff to treat 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 for you.

Who can see it?

Only healthcare staff involved in your care can see your Summary Care Record. 


How do I know if I have one?

Over half of the population of England now have a Summary Care Record. You can find out whether Summary Care Records have come to your area by looking at our interactive map or by asking your GP

Do I have to have one?

No, it is not compulsory. If you choose to opt out of the scheme, then you will need to complete a form and bring it along to the surgery. You can use the form at the foot of this page.

More Information

For further information visit the NHS Care records website or the HSCIC Website

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