Access to Medical Records
You have the right to access your health records. The request should be made in writing to the practice. Please contact the practice for alternative methods of obtaining access if you are unable to make a request in writing.
Under the Data Protection Act 1998 (Fees and Miscellaneous Provisions) Regulations 2000, you may be charged a fee to view your health records or to be provided with a copy of them. The maximum permitted charges are set out below:
To provide you with a copy of your health record the costs are:
Health records held totally on computer: up to a maximum of £10
Health records held in-part on computer and in-part manually: up to a maximum of £50
Health records held totally manually: up to a maximum of £50
To allow you to view your health record (where no copy is required) the costs are:
Health records held totally on computer: up to a maximum of £10
Health records held in-part on computer and in-part manually: am maximum of £10
Health records held manually: up to a maximum of £10 unless the records have been added to in the last 40 days in which case viewing should be free.
All the charges above include postage and packaging costs.
The practice is not obliged to comply with your access request unless they have sufficient information to identify you and to locate the information held about you. Once the practice has all the required information and fee where relevant, your request should be fulfilled within 21 days. In exceptional circumstances where it is not possible to comply within this period you will be informed of the delay and given a timescale for when your request is likely to be met.
In some circumstances, the Act permits the withholding of 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.
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 Practice time and resources and reduce the cost of your access request.
Patient Access to Medical Records – Request Form
If you are using an authorised representative, you need to be aware that in doing so they may gain access to all health records concerning you, which not all may be relevant. If this is a concern, you should inform your representative of what information you wish them to specifically request when they applying for access.
Patient Consent Form – for another person to access medical records
If you have any complaints about any aspect of your application access to your health records, you should first discuss this with the clinician concerned. If this proves unsuccessful, you can make a complaint through the NHS Complaints Procedure by contacting the practice formally.
Further information about the NHS Complaints Procedure is available on the NHS Choices website at: http://www.nhs.uk/choiceinthenhs/rightsandpledges/complaints/pages/nhscomplaints.aspx
Alternatively you can contact the body responsible for governing Data Protection compliance
Information Commissioners Office
Wycliffe House, Water Lane
Personal Health Information
We ask you for information so that you can receive proper care and treatment. The practice keeps this information, together with details of your care, because it might be needed if you are seen again.
The practice may use some of this information for other reasons as detailed below:-
- To help us protect the health of the public generally;
- To see that the NHS runs efficiently;
- To plan for the future;
- To train staff and account for their actions;
- To assist with medical research.
Sometimes the law requires us to pass on registration information to assist other people involved in patient care. The NHS Central Register for England and Wales contains basic personal details of all patients registered with a general practitioner. The register does not contain clinical information. Everyone working for the NHS has a legal duty to keep information about patients confidential.
Patients may be receiving care from other people as well as the NHS. The staff in the practice work together with other areas of the NHS to improve patient benefits and the resources needed within primary care and by hospitals. We only ever pass on information about you if there is a genuine need for it, and if it is in yours and everyone’s interest. Whenever we can we will remove details which identify you.
The sharing of types of sensitive personal information is strictly controlled by law. Anyone who receives information from us is also under a legal duty to keep it confidential. Any disclosure of your medical records to a third party will only be done after signed consent to a specific instruction by yourself.
Data Protection Leaflet
Opting-Out of Sharing Your Patient Data With The HSCIC
NHS England has commissioned a programme of work on behalf of the NHS, public health and social care services to address gaps in patient clinical information in order to improve the quality of care and health services for all. The role of the Health and Social Care Information Centre (HSCIC) is to ensure that high quality information is used appropriately to improve patient care.
However, the NHS recognises the right of every patient to choose whether their data should be available for such use by the HSCIC, and therefore an information leaflet has been made available
This has been prepared for your information prior to making any decision as to whether or not to opt out.
If, having carefully considered this information, you wish to opt out, and you do not want your data held by us being made available to the HSCIC, or you are content for your data to be available to the HSCIC but you do not consent to ANY of your data held by the HSCIC being released (anonymised and under strict legal controls) to legally-permitted third parties (e.g. clinical researchers). If you do wish to opt out after reading the information leaflet please complete and return the disclaimer below to the practice
Summary Care Record
The NHS in England is using an electronic record called the Summary Care Record (SCR) to support patient care.
The Summary Care Record is a copy of key information from your GP record. It provides authorised care professionals with faster, secure access to essential information about you when you need care.
Summary Care Records improve the safety and quality of your care. For more information http://systems.hscic.gov.uk/scr/patients/what
If you wish to opt out of having a Summary Care Record, please complete and return the form below to the practice. http://systems.hscic.gov.uk/scr/library/optout.pdf