Setting up proxy access in TPP SystmOne with our service

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

Important

Before you start, check the start date of the patient's online record access matches what was agreed in the conversation with the patient, and change if needed.

Only 1 start date can be used for both the patient and proxy's access. The patient will be unable to view any information recorded before this date.

Step 1: Link the proxy to the patient

Look up the proxy in your system, using the proxy's details in the application email.

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

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

In the Online Services tab in the clinical or administration tree, select Allow access to another patient's account.

The cursor hovering over Allow access to another patient’s account link in TPP SystmOne.

Search for the patient, 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 the patient from the list displayed. Check that you've chosen the correct person, as there may be other patients in your practice with the same name.

Step 2: 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.

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.

The cursor hovering over the box to input services for proxy access in TPP SystmOne.

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.

Parental responsibility in the email we send, showing 'confirmed relationship in PDS' as birth mother to child, and 'Applicant stated they are named on' shown as birth certificate

Choose the most appropriate relationship from the choices you have in TPP SystmOne.

The cursor hovering over the Extended family filter in Select Relationship type in TPP SystmOne.

Step 4: Add 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 basis for granting access to the patient's online services. You can add more information to explain the method you've used to get informed consent from the patient if suitable.

The cursor hovering over the pop-up called Basis for granting access in TPP SystmOne.

If the patient lacks capacity to consent, use your standard practice process to make a decision on this proxy application.

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 5: Informing the patient and proxy

This step in the clinical system informs the patient that the proxy now has access to their online account.

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 6: 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 1:27 pm