Access to medical records

Access to medical records GDPR 2018

Making a Subject Access Request (SAR)

Introduction
The Data Protection Regulation (GDPR) 2018 gives every living person (or authorised representative) the right to apply for access to their health records.

To make a request for a copy of your medical notes
A request for a copy of your health records held at Washway Road Medical Centre should be made in writing to the practice and addressed to the Practice Manager.  When making your request for access, it would be helpful if you could provide details of the time-periods and aspects of your health record you require (this is optional, but it may help save the practice time and resources)

Once we have prepared your notes we will contact you to come in and collect them. At this point you will need to bring in some form of photographic identification (e.g. passport, driving licence) and you will be asked to sign a disclaimer before taking the copies away.

Costs
Under the Data Protection Act (GDPR) 2018 (Fees and Miscellaneous Provisions) we are no longer able to charge a fee for providing copies of your medical record. However should anyone make repeated requests for the same notes, which we would deem excessive then charges would be levied to cover cost of materials and admin time.

To allow you to view your health record (where no copy is required)
If you only wish to view your medical record then you can apply to have access to online services. Once registered, you will then be able to view your online “coded” record, which includes test results, diagnosis etc. as well as order repeat medication and book appointments. If you wish to apply simply attend the surgery with some form of photographic ID and complete the necessary forms.  All patients aged 12 years and upwards must apply to have their own online registration.

Exemptions
In some circumstances, the Act permits the data controller to withhold information held in your health record. These rare cases are:

• Where it has been judged that supplying you with the information is likely to cause serious harm to the physical or mental health or condition of you, or any other person, or;

• Where providing you with access would disclose information relating to or provided by a third person who had not consented to the disclosure. This exemption does not apply where that third person is a clinician involved in your care.