Registering patients

Information for GP practices registering new patients

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.

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 application 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’re having difficulties or feel there’s been a delay, please contact your local Practitioner Services office who’ll assist.

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

Register Permanently with a GP

Application to register a patient permanently with your practice

Download the 2019 GPR form (PDF 764KB)

PARTNERS Administration

Quarterly confirmation and annual agreement for electronic transfer of patient data

Download the quarterly confirmation return (PDF 66KB) Download the annual agreement return (PDF 64KB)