Digitisation of Notes Notification 2022




Notification to patients for the digitisation of Lloyd George records

From 20th October 2022 to 15th December 2022, Birchington Medical Centre (including Orchard House Surgery) will be conducting a project to digitise all of our historic paper-based patient medical records commonly known as Lloyd George medical records.

Digitising these records will enable better utilisation of practice space, increase security as well as making the full patient record easily accessible at the point of care to clinical staff within the practice.

On completion of the digitisation process, paper-based records will be securely destroyed.  The scanning and destruction of the paper records will follow strict data protection guidelines adhered to by the NHS.

Should Subject Access Requests be received, whilst this work is being undertaken, paper notes will not be available, but will be available as soon as they are integrated into medical records.

If you have a query about the scheme, please inform the Practice direct either by letter or via the website.


Lloyd George Digitisation Q&A

What is the Lloyd George envelope digitisation project?

The Lloyd George envelope digitisation project aims to digitise the historic paper patient records held by practices. These records are old GP records which are no longer added to as the patient’s current record is already digitised.

As part of the Lloyd George envelope digitisation project, the way GP practices manage medical records for new patient registrations has already changed. The production and distribution of new patient paper Lloyd George envelopes ceased in January 2021. The project reduces the burden associated with the movement of paper records and freeing up space in general practice that is currently used for storage of these records. This may provide additional office or clinical room capacity for some Practices, improving patient experience.

Not only will these changes help to become one step closer to a digital NHS, but it also has environmental benefits too. NHSEI are committed to being a responsible organisation and are working to reduce our carbon footprint for the services they deliver. This change will result in over 16 less tons of paper being produced and distributed across the country.

Why digitise Lloyd George Records?

To reduce the danger of misplaced or stolen records and improve patient safety and to free up space in general practice.

Can patients opt out of Digitisation?

No. It is mandatory. It is good practice for surgeries to notify patients in advance through website sites and notices displayed in practices.

Can patients request the original copy of the Lloyd George notes?

No. All records created by the NHS are classed as ‘public records’ under the public records act 1958 3 (1)-(2). Patients have a right to request copies of the health records relating to themselves under the UK GDPR and DPA 2018. The NHS organisation is the ‘holder’ of the record and is responsible for the lifetime of the record from creating, processing, retention using the NHS model, appraisal to determine whether they should be archived to the secure destruction of the record. The ‘holder’ must adhere to the following acts and codes of practice about the ‘health records’

Data Protection Act 2018, UK GDPR, Health records act 1990, Confidentiality: NHS code of practice, NHSX Records Code management code of practice for health and social care 2021, Professional Records Standard Body (PRSB)Health and Social care act 2008.

Access to records following scanning

Once a Lloyd George record has been digitised and uploaded to the patient record it is treated as a ‘document’ by the Practice clinical system.

Access to the digitised version of the Lloyd George record can be provided via a Subject Access Request (SAR) which has been submitted to the practice by the patient or a patient representative.

Patients can view a summary of their GP records online. To do this, patients need to register for online services at their GP Practice.

Patients can also view their GP records by using the NHS App which enables the booking of appointments, ordering repeat medications and viewing the medical record.

What happens if a patient changes GP Practice?

The patient’s record will be transferred electronically to the new GP Practice (GP2GP).

When is the Lloyd George Record Destroyed?

The contents of the paper Lloyd George record is destroyed once the practice has provided acceptance of their digital files following validation via a quality control process.

Upon completion of the scanning exercise for digitisation, the original documents will be placed into a secure area where they will reside until such time that notification is provided by the Practice to proceed with the secure disposal service.

Destruction only takes place once a practice provides written authority to destroy. It is the responsibility of the practice as the data controller to approve the destruction of the contents of the physical records.

The provider is accredited with meeting BS EN 15713 Standards - Secure Destruction of Confidential Material (or European Equivalent).

The provider is also accredited with complying with the requirements of ISO 15489-1:2016 - Information and Documentation Records Management

Published: Jul 19, 2022