The five-year framework for GP contract reform introduced the commitment by NHS England and the British Medical Association (BMA) General Practitioners Committee (GPC) England for patients to be able to add information to their record.
From 2021, as stated in the 2021-22 contract letter and published in the October 2021 Regulations, practices will provide an online facility for their patients to inform them of their personal/contact details or other demographic information and to inform them of a change to any such information. This is subject to existing safeguards for vulnerable groups, third-party confidentiality and system functionality.
This is also a core and mandated capability under the terms of the GP IT Operating Model. The guidance here will help GP practices meet this requirement. It provides information of how GP practices can offer this facility to patients.
It explains how GP practices can help patients use online services to update or change their personal details, such as with a new address or demographics (for example name, email address, mobile and landline phone numbers).
The NHS England web pages NHS England, add or correct your personal details online provides information for patients and guidance for practices.
You may also find helpful information on the NHS England web pages on the Modern General Practice Model.
Legal requirements
UK General Data Protection Regulation (GDPR) 2021
adequate, relevant and limited to what is necessary in relation to the purposes for which it is processed
accurate and, where necessary, kept up-to-date
It is good practice for GP practices to check with patients if they are happy for their mobile number to be used for communications, like text appointment reminders or notices from the practice (such as the availability of flu jab appointments).
A patient should be asked their communication preferences when they register. You should also ensure that there is transparency about the communication methods used by the practice, for example, on your practice website.
Alternative arrangements should be made for patients who do not want to receive texts.
Change of name through marriage or deed poll
When patients change their name following marriage or by deed poll, the Department of Health and Social Care requires that they give their GP practice a copy of the appropriate document as proof.