FAQ's - Accessing your health records

Yes. You have the right to request access to your health records under the Data Protection Act 2018 and UK GDPR.

You can submit your request using our secure online portal: Access health records (opens in a new tab)

To get started:

• Select “Get started online”
• Register for an account or log in to your existing account
• Complete and submit the appropriate application form

Guidance is available within the portal to support you through the process.

All requests, including those made by third parties, must be submitted via this portal.

We encourage patients and representatives to submit requests through the portal, as this is the quickest and most efficient way for us to process your request. However, requests can also be made verbally, by email or in writing to any part of the Trust.

No. Access to your health records is usually provided free of charge.

However, the Trust may charge a reasonable fee where a request is manifestly unfounded, excessive, or repetitive, in accordance with data protection legislation.

How long will it take to process my request?

The time it takes depends on the type of request.

Requests for the records of a living person

We process these requests under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.We will respond within 1 calendar month of receiving:

• your request
• proof of your identity
• any supporting documents we need

If we need more information to understand your request, we may ask for clarification. The response time will pause until we receive the information we need.If your request is complex, we may extend the deadline by up to 2 additional months. If this happens, we will tell you within the first month and explain why.

Requests for the records of a deceased person

We process these requests under the Access to Health Records Act 1990.The deadline depends on when the health record was last created, updated or changed.

• If the record was created, updated or changed within the 40 days before we received your request, we will grant or refuse access within 21 calendar days.
• If the record was not created, updated or changed within that period, we will grant or refuse access within 40 calendar days.

If we need more information

We may contact you if we need more information to:

• confirm your identity
• confirm your legal right to access the records
• clarify what records you are requesting

Yes. You can track the progress of your request at any time via the “Manage Requests” section of the online portal.

You may also receive email notifications if further information is required. These will be sent from “SARS No Reply.”

Not necessarily. In certain circumstances, the Trust may lawfully withhold some or all of the information requested.

This includes where:

• Your identity cannot be verified.
• Appropriate consent or authority has not been provided.
• Disclosure is likely to cause serious harm to the physical or mental health of you or another individual.
• The information relates to a third party who has not consented to disclosure (unless they are a healthcare professional involved in your care).
• The information was provided in confidence by a third party.
• A deceased person had requested their information remain confidential.
• The information is no longer held by the Trust.

All decisions are made in accordance with applicable legislation and national guidance.

Yes. Identification is required to protect your personal data and ensure information is only released to authorised individuals.

Details of acceptable identification documents can be found in the “Identification documents needed to access health records” guidance available on this page.

Requests for a child’s records are considered carefully to protect the child’s confidentiality and best interests.

• If the child is aged 13 or over, we will usually require their written consent before disclosing information to someone with parental responsibility.
• For a child under 13, we will usually consider a request from someone with parental responsibility without requiring the child’s written consent.

However, each request will be considered individually, and we may seek further information or clinical advice before deciding whether access can be provided.

Once your request has been processed, you will receive an email notification.

Your records will be made available via secure download through the online portal.

Once downloaded, you are responsible for:

• Keeping your information secure and confidential.
• Ensuring it is stored safely.
• Securely disposing of the information when no longer required.

The Access to Health Records Department manages requests for information held within the patient's medical record. Requests for other personal information, such as correspondence, complaints or incident records, may be referred to Information Governance for consideration.’