Patient Access Request
Summary
Under the UK General Data Protection Regulation (2016) Data Protection Act (2018), you have the right to apply for access to your records and in some case, records of other people as an authorised representative. This is known as a Subject Access Request (SAR)
The Access to Health Records Act (1990) (AHRA) governs the right of access to deceased patient’s health records by specified persons.
Please see the Trusts Privacy Notice for further information about how the Trust handles your data.
Is there a fee?
The Trust will provide a copy of the information free of charge, however we reserve the right to charge a “reasonable fee” when a request is deemed manifestly unfounded or excessive, particularly if it is repetitive (copies of the same information).
How long will the request take?
You should receive access to your records within one calendar month (unless advised by court order) provided sufficient information to identify you is received with your application.
If your request is very complicated, covering many years and different services, we may take up to an additional two months. If we need additional time we will tell you as soon as we know.
For any requests under Access to Health Records Act (1990) your request may take up to 40 days.
Will I need to provide proof of identity?
Identification checks are required by the Trust for security, this is to protect personal data from unauthorised access.
For further information about acceptable forms of identification documents needed to access health records, please see here identification documents guide
How to make a request
How do I make a request for a copy of my healthcare records?
You can get a copy of your health records by creating an account through our online portal.
Click get started online and follow the instructions to setup your account or login if you have an existing account. Requests are managed electronically and once complete you will be able to view your health record using a download function within the portal.
When making your request, please ensure the correct application type is selected. This will enable the team to process your request effectively.
If you are applying to access the records of more than one person you must complete a separate application for each patient.
How do I request access to the health records of another person?
If you are an individual requesting records on behalf of a patient e.g. a family member ,please complete the linked consent form and upload it to the relevant screen of the form. We will be unable to process requests without patient consent; if you believe consent is not required, please state this within the form. (This form is not for the use of Solicitors / External organisations) Consent Form
If you are an organisation i.e. Solicitors, Police, Medical Agency, you should also use the online portal. Once registered on the site, you can use it repeatedly, manage multiple requests to us and download records at your convenience. This is generally quicker and an efficient way of receiving the information.
When making your request, please ensure the correct application type is selected. If you are applying to access the records of more than one person you must complete a separate application for each patient.
User Guide explaining how to make a request
A user guide is available to help you through the process here.
Please find our Frequently Asked Questions here
Get Started Online
If you would like to receive your records electronically, please create an account or login with your existing credentials. This is the fastest and most efficient way of making a subject access request. With an account you will be able to answer any questions we have concerning your request and track the progress we are making.
If you have difficulties in accessing the SAR Portal please contact the team on: SAR@ncic.nhs.uk