Access to Records

Making a Subject Access Request

Your request must be made in writing or by using our Subject Access Request Form. You do not need to provide a reason for your request or explain how you intend to use the information. However, providing details about the purpose of your request may help us locate the relevant information more efficiently.

Response times

We aim to respond to your Subject Access Request (SAR) within one month of receiving it. In some cases, if your request is complex or involves multiple records, we may need more time. If this happens, we will contact you within the first month to let you know and explain the reason for the delay.

In most cases, you should receive a response within 28 days.

Fees

In most cases, there is no charge for accessing your health records or receiving a copy. However, a fee may apply if the request is deemed unfounded or excessive, based on administrative costs.

Proof of identity

When making a Subject Access Request (SAR), you will need to provide proof of your identity to ensure we are sharing information with the right person. This helps protect your personal data.

Acceptable forms of ID include:

• A valid passport or driving licence
• An official document showing your name and address (such as a utility bill or bank statement, dated within the last three months)

If you have changed your name please supply relevant documents evidencing the change.

Exemptions

In some cases, we may not be able to provide all the information you have requested. This is because certain exemptions apply under data protection laws.

We may withhold information if:

• It includes details about another person, and we do not have their consent to share it.
• It could cause serious harm to your physical or mental health.
• It relates to ongoing investigations or legal proceedings.
• It is legally privileged or relates to crime prevention.

If any exemptions apply to your request, we will explain why we are unable to share certain information.

Subject Access Request Form

Requesting medical records on behalf of someone else

Medical records are strictly confidential so you can only access someone else's records if you:

• are acting on their behalf and have been given their written consent to do so
• have legal authority to make decisions on their behalf (power of attorney)
• have another legal basis for access

If you wish to access someone else's medical records, you will need to submit a request in writing to the practice with the patient's written consent.

Accessing the medical records of a deceased family member

GP Records

Under the Access to Health Records Act 1990, you may be able to request the medical records of a deceased family member. Only certain individuals can apply, including:

• The personal representative (executor or administrator) of the deceased’s estate.
• A person with a claim arising from the individual's death.

Requests must be made in writing, and we may ask for proof of identity and evidence of your entitlement to access the records. Some information may be withheld if it was provided in confidence or could cause harm to another person.

For more information on how to make a request, please contact the GP surgery directly.

Hospital Records

For hospital records, you should contact the records manager at the hospital where the deceased person received treatment. 

Need Help?

If you need help with making a subject access request, please contact us.