Patients have the right to request access to the data that we hold about them by submitting a Subject Access Request (SAR) under the Data Protection Act 2018 and the UK General Data Protection Regulation (GDPR).
We are required by law to respond to a SAR within 1 month, once we have all the information we need. This includes proof of your identify and the consent of anyone you may be making a request for, or when we ask you for more information to help in our search. If you are acting on a patient’s behalf, we require their written consent.
The Access to Health Records Act 1990 covers access to medical records of someone who has died. Right of access is limited to the patient’s personal representative and any person who may have a claim arising out of the patient’s death.
The type of information we hold:
- Electronic Patient Care Record (ePCR)
- 999 call log
- 999 call recordings
- 111 case records
- 111 call recordings
We do not provide transcripts of call recordings.
Where we may not be able to release the information you have requested
The Data Protection 2018 and UK GDPR set out grounds (exemptions) for refusing to release information. These include:
- Where we lack assurance of your identity and the consent or authorisation to make the request
- Where there is third party information and we do not have authorisation to release it
- Where we consider your request to be manifestly unfounded or excessive.
- We will always explain any reason for refusing your request.
How to request your medical records
If you are the patient, acting on their behalf, or need access to records of someone who has died, please email the Patient Experience team.
Submit a Medical Record Request
We will need the following:
Information about you
- First name
- Last name
- Email address
- Phone number (optional, but we may want to call you for more details)
- Your relationship to the patient (if applicable)
- 1 copy of a current form of ID (passport, photo driving licence)
- 1 copy of proof of address (utility/phone bill from within the last 3 months or council tax bill for the current year)
Information about the patient
- All of the above
- Date of incident
- Address/ location of incident
- NHS number (if you have it)
- The information you are requesting – please be as detailed as possible
Charges
The law states that we cannot charge a fee to comply with a Subject Access Request. However, we can charge a ‘reasonable fee’, for the administrative costs if an individual requests further copies of their data.
How we will provide the information
If the request is made electronically, we will provide the information in the same format unless specified otherwise. If the request is made by other means, we can send a hard copy.