Setting up proxy access in EMIS Web with our service

Use our step-by-step guidance to set up proxy access in the EMIS Web clinical system.

Step 1: Link the proxy to the patient

Look up the patient in your system, using the information in the application email.

This image is an example of an adult patient's details in the application email.

The application service email showing the patient details that have been submitted.

This image is an example of a child patient's details in the application email.

The application service email showing the child's details that have been submitted.

Choose Registration. Select the Online Services tab and Add online user. Select Add proxy user.

The cursor hovering over Add proxy user tab in EMIS.

The Online user trace box will appear. Use this to search for the proxy.

The Family name input box clicked on in the pop-up for Online user trace in EMIS.

Use the proxy's name and gender as shown in the application email to complete the search.

This image is an example of the proxy details shown in the application email.

The application service email showing the proxy details that have been submitted.

Select Find, choose the proxy from the list displayed and select Link. Check that you've chosen the correct person, as there may be other patients in your practice with the same name.

Step 2: Confirm identity verification

Check who has made the application.

If the patient has applied, we do not confirm the proxy's identity. Use your standard practice process for this.

If the proxy has applied, their identity is verified through NHS login. In this case, as we've verified the proxy’s identity, you can select Information confirmation and then add a reason. The reason can be "Identity confirmed through proxy application service".

You can continue to use your standard practice process for this step, if this is more suitable.

The cursor hovering over the Add tab in the Verifications box in EMIS.

Step 3: Add the proxy and patient’s relationship

If the application is for access to an adult's GP services

Check the application email for information given on the proxy and patient's relationship.

This image is an example of the relationship details shown in the application email.

The application service email showing the relationship details that have been submitted.

If the application is for access to a child's GP services

We run a check to confirm a birth mother to child relationship. If we can verify this relationship, we let you know in the application email we send you.

We also tell you which document the applicant has said they’re named on. For example, they can choose 'adoption certificate'.

This information is not proof of parental responsibility, but it can help support your duty to verify parental responsibility before granting access.

This image is an example of the parental responsibility details shown in the application email.

The application service email showing the parental responsibility details that have been submitted.

Choose the most appropriate relationship from the choices that you have in EMIS Web.

The cursor hovering over the Mother in the Relationship to patient page in EMIS.

Step 4: Add services

If the application is for access to an adult's GP services

Use the application email and the results of the conversation with the patient to select the services you want the proxy to have access to.

If the patient indicated that historical access to an option from their detailed health record was needed, add the dates that you agreed access should start from.

This image is an example of the services requested in the application email.

Image of a table showing a list of services with a yes or no response

If the application is for access to a child's GP services

We do not ask what services the proxy wants access to, if they're applying for access to a child’s services (aged 15 and under). We assume that the proxy wants full access. You may want to discuss access options with the child if they can consent to this access being given.

You may want to set a date to end proxy access at a certain age, if this does not happen automatically in your system. Use your standard practice process for this.

Check on screen that the access you have added is correct. To confirm, you choose Allow access, Reject or Decide later, for each service.

The cursor hovering over the Reject option on the page to confirm proxy access for each service in EMIS.

Step 5: Add legal basis for granting access

We do not get the patient's consent through our service. Get consent from the patient if they're aged 11 and over and have capacity to agree to this.

Choose the legal basis for granting the proxy access to online services for the patient. You can add more information to explain the method you've used to get the patient's informed consent.

The cursor hovering over the Explicit consent option in the drop down menu for adding the legal basis in EMIS.

If the patient lacks capacity to consent, use your standard practice process to make a decision on this proxy application. If the patient is 10 or under, or lacks capacity, record this information in your clinical system using your standard process.

If the patient is aged between 11 and 15 and the proxy has said in the application that they do not think the patient has capacity to agree to this access, complete your own checks to verify this.

Step 6: Informing the patient and proxy

If you contact the patient and proxy about the outcome of the application, make sure that doing this does not risk patient safety.

If the patient is aged 15 or under, you may want to discuss with the proxy if their access will stop. You can also discuss what to do if the patient lacks capacity and if they need this access to continue.

Step 7: Set up a reminder

Review access to a patient's record whenever a change is made to the record.

You may want to set up a reminder on your clinical system to review this access in the future.

If the patient is aged 11 to 15 and does not have capacity to consent, use your standard practice process for reviewing lack of capacity in the future. You may want to set up a reminder in your clinical system for this as well.

Our guidance on Safeguarding your patients has more information on reviewing proxy access.

Last edited: 8 September 2025 11:25 am