I am feeling much better about this issue as I called in to Mum's surgery today to ask several questions on of which was to explain about the form I needed to fill in and my lack of information.
The lovely receptionist said that rather than having access to the notes which would mean trawling through them while someone stayed in the room with me, if I take the form in the will fill in all the relevant bits.
Hopefully this will do the trick. 
A thread for people who have been on GN a long time

"..but you have to provide proof of identity to make the information does not fall into the wrong hands..." is what I meant to say.