You will appreciate that health data relating to any individual is highly confidential and the Practice must ensure that it releases such data only to the person to whom it relates, or to a person authorised to act on his or her behalf. If you require to see any health data, please complete this online Request Form as fully and accurately as possible to enable us to locate the exact information you require.
The General Data Protection Regulations (GDPR) gives you the statutory right of access to any information, manual (paper) or computerised. You may wish to authorise someone else to make your application on your behalf and if you have parental responsibilities you may make an application to see your child’s notes, if they are under the age of twelve years.
You do not have to give a reason for applying for access to your General Practice records. If you do not need access to your entire records, it would be helpful if you would inform us of the periods and area of your health records that you require, along with details which you feel may have relevance (e.g. clinic type, location, dates).
Subject Access Request Form
Download the Subject Access Request form (DOCX, 48KB)
Timescale
The Practice will deal with your request as quickly as possible. If you request copies of all or part of your medical record, these will be ready within the allocated timescales specified by the Regulations (which is currently 28 days from receipt of your accurately completed form and confirmation of consent), and we will contact you when they are ready. Ideally we will email you copies of your medical records. Under certain circumstances, this period can be extended to 3 months but we will keep you informed of the progress of your request during this extended period.
Fees
We will not make a charge for the first request for access to your medical records. We may, however, charge for subsequent requests or if we deem that the volume of information requested is excessive. You have the right to simply view your records (i.e. not receive a copy in a permanent form); information on how to arrange this is detailed below.
Type of request
If you request to see the original records, you will be invited to make an appointment at a mutually convenient time to view them. If you request copies, these will be ready within the allocated timescales specified by the Regulations, and we will contact you when they are ready. We generally email copies of records to patients.
Proof of identity
Two forms of identity must be provided (one of which must be photographic). This is to ensure information is not released to unauthorised individuals.
The table below outlines the proof of identity we can accept.
| TYPE OF APPLICATION |
IDENTIFICATION REQUIRED |
Patient applying for their own
Can be waived if the applicant is known to the Staff Member accepting the request |
One which must be photographic i.e. passport. One containing individuals name and address |
Third Party Applying.
Consent of Patient will be
required BEFORE the request will be
processed |
One photographic proof showing proof of the patient’s identity and one photographic proof showing proof of the representative’s identity
One proof of patients identity showing name and address and one proof of representatives identity showing name and address
|
Applying on behalf of a child
We will ALWAYS obtain consent for release of records from a child age 12+ to <16 if a third party is making request |
One which must be Child’s birth certificate
Photographic ID of person with parental rights
|
If you are completing this application on behalf of another person, the Practice will require their authorisation before we can release the data to you. The person whose information is being requested should sign the relevant section within the online form. If the patient is a child (i.e. under 16 years of age) the application may be made by someone with parental responsibilities – in most cases this means a parent or guardian. If the child is capable of understanding the nature of the application, his or her consent should be obtained or, alternatively, the child may submit an application on their own behalf. Children will, generally, be presumed to understand the nature of the application if aged between 13 and 16 however, all cases will be considered individually.