Transfer of your GP health records

Paper records are sealed in special bags for transportation. No one couriering the record knows whose record is in the bags. When we log that your records are being transferred, we use the information on the cover and do not read the clinical contents.

If your records are electronic and your new GP practice can accept these onto their computer system, they will be transferred through a secure electronic route. The records are encrypted on dispatch from your old GP practice. No one will have access to them.

If your new GP practice can't accept these onto their computer system, or if you are moving to another part of the United Kingdom, we then print your records to paper to allow them to be used by your new GP practice. When the records are printed out they come with a front cover and end page. We use this to tell that the records are complete and do not access the contents.

All our staff involved in the transfer of health records are subject to the strict legal regulations covering the disclosure and confidentiality of patient information.

How long will my records take to move?

Practitioner Services aims to transfer paper records between GP practices within six weeks of registration. In most cases the transfer time within Scotland is much less than this.

If your GP practice requires your previous records as a clinical priority, they can make an urgent request for them. These requests are treated as a priority and in most cases the records are transferred within two days.

If your records are electronic, and they can be accepted onto your new GP practice computer system, they'll normally be transferred within two days of your old practice agreeing to release them.

Practitioner Services uses the Community Health Index to keep track of those records that have been received and those that are still outstanding. If your records have not been received within six weeks we will issue additional requests to your old GP practice.