Medical records requests

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. We are required by law to respond to a SAR within 1 month. 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. You will therefore need to demonstrate that you meet the criteria.  For more information, please click here.

The type of information we hold:

• 999 call log
• electronic Patient Care Record (ePCR)
• Recordings of 999 calls
• 111 case records
• Recordings of 111 calls

Redactions will be made where any reference is made to third parties unless authorisation is provided.

How to request your medical records

Email the Patient Experience team to submit a request for medical records.

Request medical records

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

Where we may not be able to release a record

There are various exemptions set out in the Data Protection Act, 2018. If we refuse to comply with a SAR, we will inform you of the specific exemption in writing.

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 of complying with a request if it is manifestly unfounded or excessive, or if an individual requests further copies of their data.

How we will provide the information

We will send the documentary records we hold in hard copy by recorded delivery or secure email. We cannot usually provide transcripts of 999 call recordings. Copies of electronic files will be sent by secure email.