Creating a Medical Record at Birth and Registering with a GP in the UK

Department

• NHS England – commissions GP services

• Integrated Care Boards (ICBs) – manage and validate patient registrations

• Local Authorities – register births and share data with NHS systems

Intent

To describe the interaction that enables a newborn child to receive an NHS medical record at birth, including NHS number allocation, GP registration, and the role of operational delivery colleagues. This ensures your child can quickly access vaccinations, GP services, and other healthcare support.

Interaction

Birth Registration – Responsible adults register the birth with the Local Authority within 42 days. The registrar records the baby’s details and securely transmits key information to the NHS Birth Notifications System.

NHS Number Creation - The NHS Personal Demographics Service (PDS) automatically generates a unique NHS number, establishing the foundation of the child’s lifelong medical record.

Newborn Medical Record Setup – Using the NHS number and demographic details, an initial NHS medical record is created and made available to maternity services and health visitors.

Registration with a GP Practice - Parents register the baby with a GP practice via a GMS1 form or online registration. The GP submits the registration to the ICB, which validates the information and updates NHS systems.

Operational Delivery colleagues will:

Operational delivery colleagues working within NHS administrative services support this process by:

• Ensuring birth details are accurately recorded and transmitted

• Confirming correct NHS number allocation and demographic data

• Processing GP registration submissions from practices and parents

• Maintaining accurate records to enable access to immunisations and routine checks

• Resolving data discrepancies and ensuring records are accurate and up to date

Collaboration

Organisation / Body	Role or Linked Process
NHS	NHS number creation enables access to all future NHS services, including immunisations and hospital care.
General Practitioner (GP)	GP registration supports screening, developmental checks, and safeguarding.