The law states that NHS organisations must, when requested by an individual, give that person access to their personal health information, and occasionally, certain relevant information pertaining to others. In order to do this, they must have procedures in-place that allow for easy retrieval and assimilation of this information.
Timeframe for responding to requests
Requests for health records information should be fulfilled within one calendar month (unless under exceptional circumstances – the applicant must be informed where a longer period is required - up to two months extension can be requested. Information given should be in a manner that is intelligible to the individual.
Due to the time required to process requests for Detailed Coded Records Access each practice will process applications within 28 working days from date of application. In some circumstances there may be a delay in access to records. Where a longer period is anticipated the patient will be informed.
Medical records must be provided free of charge. However, some charges can be made in the following circumstances:
- where further copies are requested by the data subject,
- or the request is manifestly unfounded, or excessive (definitions still required by the ICO) a reasonable fee based on the organisations administration costs may be charged.
When can a subject access request be refused?
The Practice can decide to refuse a request where the request is ‘manifestly unfounded or excessive’, in particular if it is ‘repetitive’, and the requester must be informed of the reason why, within one month of the receipt of the request.
If you wish to make an application for Access to medical records, please complete the form below and return to the practice (please click link below for the Access to Medical records form.)
Download the Subject Access request form (DOCX, 17KB).