Every Mind Matters



NHS Data Sharing at Oakley Health Group 

You have the right to share data on your terms.

Oakley Health Group places privacy and data protection at the heart of all its processing.

We share information from your medical records in a number of ways.

In North East Hampshire & Farnham, a number of data sharing schemes are running that involve either extracting and uploading information from your GP record to a 3rd party data controller, a data processor, or making information from your GP record visible to other healthcare professionals.

You have the right to control how your personal information is used and who has access to it.

You can do this by opting out of any or all of these schemes. And you can opt back into any of the schemes, at any time.

We have detailed information about all of these schemes in our "Your Medical Records" booklet.

Our universal opt-out form
to opt out of any or all of the schemes below

The Summary Care Record (SCR)

This is a national centralised database of limited medical information (allergies and medication only), extracted and uploaded from your GP record to NHS Digital.
That information is then potentially available to medical staff nationwide.

There are no secondary uses of the SCR, and data uploaded to the SCR database is neither shared nor used beyond that required to provide direct medical care.

Clinicians at SCAS NHS 111 can access the SCR.

SECAMB (our local ambulance service) can access the SCR in its 999 Emergency Operations Centre. However, front-line ambulance crews doe not have access to it.

Frimley Park Hospital does have access to the SCR (see here for a list of departments that do).

Our community health services (such as district nurses and health visitors) have access but infrequently use the SCR.

All our community nurses already have full access to the GP records of our patients (through our EMIS Web clinical system).

The Hampshire Health Record (HHR), now called CHIE

This is a complex, localised centralised database of very large amounts of medical information extracted and uploaded from your GP record to NHS South, Central and West CSU, where it is combined with information from hospital records, community care records, social care records and mental health records.

That combined information is then potentially available to medical staff across Hampshire (i.e. regionally), by a large number of organisations (NHS, non-NHS and private).

Please note that you may not be asked for your explicit permission before your HHR information is accessed by a clinician.

In the majority of occasions, your explicit consent will be obtained prior to your HHR being accessed by a clinician, but that may not always be the case. Whilst access to the HHR has always been permissible (under the DPA and common law) in a true emergency, when a patient is incapable of consenting (e.g. unconscious), clinicians are seemingly able to access the HHR of a patient in advance of a routine consultation (even though consent could easily be obtained prior to the appointment).

In addition, uploaded data is processed for secondary purposes by some - but not all - organisations uploading to the database.

Oakley Health Group does not allow secondary processing of our patients' uploaded GP records.

Our data sharing agreement with the CSU can be seen here.

Neither Frimley Park Hospital, nor the Royal Berkshire Hospital, nor The Royal Surrey County Hospital upload to (or access) the HHR.

No departments or wards within Frimley Park Hospital access the HHR, nor are they any plans to enable this.

SECAMB (our local ambulance service) does not access the HHR.

Our community staff (district nurses & health visitors) have access to the HHR.

All our community nurses already have full access to the GP records of our patients (through our EMIS Web clinical system).

EMIS Web data streaming

Phyllis Tuckwell Hospice Care and SCAS NHS 111 can – with your explicit consent – access details of your GP record should you be referred to that organisation or have need to contact NHS 111. Your information is only available locally with this scheme.

No data from your GP record is extracted, uploaded or “sent” anywhere with this system – it is “viewed” in real time.

Except for in a genuine emergency, you will always be asked for your explicit permission before your GP record is accessed in this way.

More information about this can be found  in our PTHC fact sheet and our
SCAS NHS 111 fact sheet.

Our PTHC data protection impact assessment (DPIA):


Our SCAS NHS 111 data protection impact assessment (DPIA):


Secondary uses of your medical record

Secondary purposes are those unrelated to your direct medical care.

Examples include using your information for research, audit, healthcare planning, risk profiling (or “stratification”), "population health management", extraction of sick note data to the DWP, commercial and even political uses.

Currently, Oakley Health Group processes the following for secondary uses:

  • Mandatory data collections to NHS Digital, as below
  • Evaluation of Vanguard services (with patient consent)
  • The National Cancer Diagnosis Audit

Risk Stratification for Case Finding

From January 2019, Oakley Health Group recommenced risk stratification for case finding, details of which can be found in our dedicated factsheet.

Our Risk stratification DPIA can be found here.

Mandatory data collections

GP surgeries are sometimes required by law to extract and upload data to NHS Digital. We are required by law to let patients know about these and of their right to opt-out (fair processing information).

One such mandatory extraction is for Individual GP Level Data - you can read about it here.

Another mandatory data collection is the National Diabetes Audit - you can read about it here.

The other mandatory data collection is the extraction of sick note data to NHS Digital (and thereafter to the DWP), as mentioned above.

If you have opted out of secondary uses of your GP record, then data from your GP record will not be extracted and uploaded to NHS Digital for these purposes.

You can read more about Type 1 secondary uses opt-outs in our factsheet.

You can also read our section on the National Data Opt Out.

Data Processors 

Oakley Health Group uses data processors to perform certain administrative tasks for us, particularly where these involve large numbers of patients. 

EMIS Health Ltd hosts our electronic GP patient records database at their secure servers in Leeds. As such, EMIS is acting as the data processor.

We have a contract with Docmail Ltd to permit them to send out letters from the surgery to patients, for exampleto invite them for a flu vaccination. We provide names and addresses only, and a template letter, to Docmail, who then create and post the letters out.

Our data sharing agreement with Docmail Ltd is here.

We also have a contract with Hampshire County Council (HCC)  to enable them to invite patients for an NHS Health Check on our behalf. Again, we provide demographic data, plus date of birth, to HCC, who then create and post the letters of invitation out.

Our data sharing agreement with HCC is here.

We also have a contract with Content Capture Ltd to digitize the paper (“Lloyd George”) records of our patients, which will be ultimately imported into the electronic GP record. Once this has been completed, the paper record will be securely destroyed.

Our data sharing agreement with Content Capture is here.

Opting back into data sharing schemes

You can opt back into any of the above-mentioned schemes, at any time.

If you are not sure what you have already opted out from, then please do contact the Caldicott Guardian, Dr. Neil Bhatia, and he will be able to tell you.

Our "opting back in" form can be found here.

Remote Consultations

A small number of routine, pre-bookable Sunday morning GP appointments are  available to patients of Oakley Health Group.

This service is being provided by Frimley Primary Care Services (FPCS), our local GP out of hours provider (part of North Hampshire Urgent Care).

16 x 15-minute GP appointments will be available every Sunday morning and will be bookable via the surgery, in the normal way, if required.

As part of this service, the GP that you see at FPCS will necessarily require access to view your full GP record, and permission to record that consultation directly in your GP record. These types of GP appointments are known as “remote consultations”.

Any accesses to your GP record for remote consultations are recorded and auditable, and are only permissible in this way

  • if you have booked a Sunday morning appointment, and
  • if you have given your explicit consent at the time of booking

Full details about this can be found in our factsheet.


We provide a confidential service to all our patients, including under 16s. This means that you can tell others about a visit to the surgery, but we won't.

You can be sure that anything you discuss with any member of this practice– family doctor, nurse or receptionist – will stay confidential.

Even if you are under 16 nothing will be said to anyone – including parents, other family members, care workers or tutors – without your permission. The only reason why we might have to consider passing on confidential information without your permission would be to protect you or someone else from serious harm. We would always try to discuss this with you first.

Confidential patient data will be shared with the healthcare team at the practice, including nursing staff, admin staff, secretaries and receptionists, and with other healthcare professionals to whom a patient is referred. Those individuals have a professional and contractual duty of confidentiality.

All of our medical records are held on the surgery server. We do not hold any records on laptops, USB sticks or other portable devices.

Read about Confidentiality at Oakley Health Group in our booklet

If you would like any further information about primary or secondary uses of your GP record, opting out, the NHS Databases, access to your medical record, confidentiality, or about any other aspect of NHS data sharing, then please do contact the surgery’s Caldicott Guardian / Information Governance lead:

Dr Neil Bhatia

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