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Linked profiles and proxy access

Linked profiles let patients access medical services for a child, or someone else they care for. Once a GP has set up proxy access, a patient can use the linked profiles feature in the NHS App. 

Linked profiles allow parents, family members and carers to access health services on behalf of other people.

Depending on which clinical system your practice uses, linked profiles might be known as proxy access. In the NHS App proxy access is always referred to as linked profiles.

Linked profiles are available if your practice uses the EMIS or TPP clinical systems and if both patients are registered at your practice.

Linked profiles cannot be set up using the NHS App, but patients can access linked profiles in the app once you have set up their proxy access.

The NHS website includes detailed guidance for how patients can use linked profiles in the NHS App.

If a patient asks you for a linked profile, you can set this up using the normal processes in your clinical system. The linked profile will then be available in the NHS App and in any other online service your practice uses which provides proxy access. 

Practices should follow the existing guidelines for proxy access and identity verification provided by the Royal College of General Practitioners.

How to add a proxy user - TPP

SystmOne online services accounts (SystmOnline and Airmid)

This section of the Online Services Registration dialog allows you to grant access to online services for another patient registered at your organisation. You might, for example want to grant a father proxy access to online services for his young son. The person accessing online services for the other patient is known as the proxy user. 

When the proxy user logs on to their own online account, they will be prompted to select the patient for whom they want to access online services. 

To grant proxy access to online services for another patient:

1. Click Allow this Online User to Access a Patient's Account. The Patients dialog is displayed, allowing you to search for the relevant patient. 

2. Select the patient from the list displayed and click Select. A new 'Services [Patient name]' section is displayed below the 'Username and Password' section on the Register for Online Services dialog. 

3. Select the services you want the proxy user to be able to access on behalf of the patient. This means that the person with proxy access can use services that are different from those that are available to the patient. For example, the patient might be able to book appointments and order medication but the proxy user can be set up to only be able to order medication. Note: If the proxy user is granted access to view the patient's detailed record, a detailed record start date must have been set on the patient's own online account. 

4. Select the relationship the proxy user has to the patient and click Ok. For example, if you are registering a father who requires proxy access for his young son (the son was selected at Step 2), select 'Family Parents Father'. Note: If the relevant relationship has already been added to the patient record, this will be displayed automatically. 

5. Record the legal basis for granting this patient proxy access to online services for the other patient: 

a.    Patient consent (verbal) or Patient consent (written) – no further information is required. 
b.    Parental responsibility  – record supporting documentation, vouching information or whether supporting information has been previously recorded 
c.    Patient lacks capacitycourt order – no further information is required. 
d.    Patient lacks capacity – power of attorney  – no further information is required. 
e.    Patient lacks capacity – patient's best interests  – record which staff member has authorised this. The staff member must have a clear appreciation and understanding of  the facts, implications and future consequences in line with the Mental Capacity Act, before agreeing this access. 

6.    Click Ok to return to the Online Services view in the patient record. 
7.    Save the patient record. 

You will need to inform the proxy user that they will need to change their password when they first log on. 

Patients who wish to grant another user proxy access to their online services account

Patients can do this themselves from within Airmid as follows:

1. Select the menu icon from the top left of the home page

2. Select the ‘Family’ option. 

3. Select the ‘+’ icon on the bottom right of the page. 

4. Enter the username and date of birth of the person you want to have access to your record, and their relationship to you. 

5. Select ‘Add Family Member’. 

6. A prompt will appear asking for confirmation to share the records. 

If you want to continue, select ‘Share’, otherwise, select ‘Cancel’. You will then see a message confirming your request has been sent. Your family member will receive a notification and will be asked whether they want to accept your family member request.

How to add a proxy user - EMIS

To grant proxy access to online services for another patient:

  • in Registration, select the patient who needs the proxy, then add the proxy user
  • the proxy has the Patient Access account. The patient does NOT need an account. The proxy is added (if not already registered as a proxy), and linked to the patient
  • the proxy will appear in Online users, plus in the Registration > Online Services section of any patient they are linked to
  • if a proxy manages various accounts, all patients they care for at your practice are displayed in the Linked patients section, at the bottom of the Online users screen
  • the proxy user does not need to be registered (as a patient) at the same practice as the patient
  • a proxy user can be linked to a patient of any age

There is no limit to the number of patients a proxy user can manage.

It is not planned for practices using Microtest or Vision as they do not currently support proxy access.

Last edited: 30 November 2023 1:15 pm