# Online record access: check each new entry before patients see it

> Practices in England must give patients online access to new record entries. Staff need to know when and how to hide an entry.

- Published: 14 Jul 2026
- Type: Tip
- Topic: Digital and cyber
- For: Practice managers
- Applies to: England
- Review: Reviewed by the Abtrace team
- Web page: https://ontherecord.abtrace.com/posts/online-record-access-hiding-entries/

## What's changed

- Nothing new. NHS England guidance says practices are contractually required to give patients online access to new (prospective) record entries, including medications, test results, appointments and letters.
- Historic data is not covered by this requirement.
- Access does not have to be given where it would not be provided under GDPR, or where the patient has said they do not want it.

## Who it affects

GP practices in England and every staff member who adds information to the record, including admin staff filing letters and results.

## What to do

- Remind all staff, including locums, that they should consider the impact of each entry as they add it. Entries can be hidden temporarily or permanently where appropriate.
- Agree how you identify patients for whom access could cause serious harm or distress, and make sure safeguarding leads review them.
- Work through the GP readiness checklist that NHS England links from the same page, and fill any gaps it shows.
- Use the supplier guidance for EMIS Web or SystmOne, linked from the NHS England page, for the exact steps to hide or redact an entry in your system.

## Sources

- [NHS England: Online access to new GP health record information](https://www.england.nhs.uk/long-read/online-access-to-new-gp-health-record-information/)

Published by Abtrace on On the Record (https://ontherecord.abtrace.com/). Summaries only; always check the linked source.