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How to register a new patient

Published on 30 June 2021

From the 14th of December 2020, patients will have an option to download and complete the registration form from NHSInform or NHSNSS and will then email the practice with the attached completed registration form.

Patients that do not have access to a computer to complete the registration form will be advised to phone the GP practice for an alternative method.

When a patient registers at a GP practice, their details are matched to the record on the Community Health Index (CHI).

Their details are matched or a new record is created. This provides the CHI number and other data, such as the NHS number, to the practice.

What are the next steps?

Practices can register a patient whether they live in the practice area or not.

An application can be made by the patient or patient’s representative, ie parent, local authority, voluntary organisation and details should be recorded on the GP registration (GPR) form.

A GP practice should only refuse registration if it has reasonable grounds to do so which do not relate to the applicant’s race, gender, social class, age, religion, sexual orientation, appearance, disability or medical condition and should write to the patient to inform them the reason for refusal.

Registrations should be recorded in the GP practice clinical system as quickly as possible to ensure registration on CHI is confirmed and the medical record transfer process can be started.


Registration transactions are received up to four times a day and are dealt with as quickly as possible.

Once the CHI is updated this information is shared with other CHI users such as national screening systems, Scottish Care Information (SCI) Store and others.

If you are having difficulties or feel there has been a delay, please contact your local Practitioner Services office who will assist.

For any other technical problems, you should speak to your clinical system supplier.

Register permanently with a GP

Register a patient permanently with your practice by completing the patient registration application form.

Download & submit the quarterly or annual declarations

Your GP practice must supply us with the following two declarations at the appropriate points in the year:

  • quarterly confirmation - 30th June, 30th September, 31st December & 31st March
  • annual agreement - 31st March

These apply to the electronic transfer of patient data. Download and fill out the relevant declaration forms here.

Get in touch with our team

The Practitioner Services team can provide advice and support. Find your relevant contact and get in touch.