How to Access Your Medical Records (Subject Access Requests for information)
The General Data Protection Regulation (GDPR) allows individuals to obtain a copy of their personal information through a Subject Access Request (SAR) This is known as the ‘right of access’.
How to request your records
We have a secure electronic method for requesting records. Please have photographic ID e.g. passport or driving licence and proof of address on an official letter, ready to upload on to the form.
Request your records online or download the form Application for access to health records [pdf] 239KB
The main information that we hold will be the medical records and radiology images.
Once your request has been processed, your records will be sent to you via a secure email link, allowing you to access and download them through our electronic portal.
Each hospital/ GP or other health organisation hold their own records, we do not hold all NHS records.
If you require assistance with accessing the online forms, please contact the relevant Request for Information Team:
Email: kgh-tr.DataProtection@nhs.net
Telephone: 01536 492412
Your Subject Access Request (SAR) will be dealt with under the terms of the Data Protection Act 2018 and the The UK GDPR | ICO and, in the case of deceased records, the Access to Health Records Act 1990
Can I see everything in my medical record?
In most cases, yes – you have the right to access the information that we hold about you. However, there are some situations where certain parts of your record may not be shared. This may include:
- Information about other people (third-party information)
- Details related to safeguarding or serious risk concerns
- Notes that are part of a legal process or investigation
These parts are carefully reviewed before we respond to your request. Any information we withhold is only done so in line with the Data Protection Act 2018. If something cannot be shared, we will explain why wherever possible.
Access to the records of someone that you care for
You can apply to access the records of your child if they are under the age of 13 years. Children of 13 years and over can request their own records or they can give consent for their parents to do so.
If you are acting on behalf of an individual who lacks capacity to make such requests themselves, you may be granted access to relevant records if you hold a power of attorney for health and welfare, or in certain circumstances for property and affairs.
Access to the records of a deceased person
Limited rights of access to the health / medical records of a deceased person are given under the Access to Health Records Act 1990.
Only the Personal Representative, that is the Executor or Administrator of the deceased patient has a right to access their records under this Act. Please note, being married or related to a deceased person does not give the automatic right to the deceased’s medical record.
A person who has a ’claim arising from a patient's death’ may be granted access to relevant records depending on the reason the records are required.
To access the health / medical records of a deceased person under the Access to Health Records Act 1990, the appropriate application form must be completed via the links above.
Viewing your records whilst on the ward
As an in-patient, you have the right to access your medical records.
You can request to view records relating to your current admission only.
Speak to a senior nurse on the ward, who will seek approval from your consultant.
Please note: Some parts of your record may not be shown if they include sensitive information or details about other people, which must be kept confidential.
If you are close to discharge, you may be referred to the Request for Information Team who will provide copies for you, post-discharge.
If approved, a junior doctor or senior nurse will supervise your access to the records.
Accessing Health Records – Complaints and review
University Hospitals of Northamptonshire are committed to providing you with an efficient and courteous service with regards to accessing your records, but it is inevitable that things will go wrong occasionally.
Please let us know when this happens so that we can put matters right as soon as possible. In most cases the Data Protection Officer will be able to resolve any concerns that you have at the time they arise.
For Complaints regarding the handling of Subject Access Requests at both Kettering General Hospital please contact:
Data Protection Manager UHN
Data Security and Protection Team
Cytringan House
Robinson Way
Kettering
NN16 8PT
Kettering General Hospital
E-mail: steffan.cook1@nhs.net