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/her behalf. Please attend the surgery to collect and complete our Request Form as fully and accurately as possible to enable us to locate the exact data you require.
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 parts of your health records that you require, along with details which you may feel have relevance (e.g. Clinic type, location, dates)
The General Data Protection Regulations give you the statutory right of access to any information, manual (paper) or computerised. 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.
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. 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/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 12 and 16. All cases will be considered individually.
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 telephone you when they are available for you to attend the practice to sign the disclaimer and collect the records. (We supply medical records on disc). 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 and 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). The request form still requires to be completed, and a date to do so arranged by the practice.
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 you will be telephoned and asked to come to the Practice to collect them.
On Collection
You will be informed when you records are ready to collect via telephone. This will be within the allocated timescale of 28 days, specified by the regulatory body. (Unless otherwise advised). A form of photographic ID must be provided and disclaimer completed on collection of the records. Collection should be made by the patient themselves. This ensures no information is released to unauthorised individuals.
The practice is not responsible for loss, damage, misuse or theft of the disc containing the records, once collection has been made. Patients are required to sign the disclaimer confirming personal responsibility.
If you are not able to attend to collect your records, please contact the Practice Manager to discuss further.
