Accessing Personal Medical Records

The main information that we hold will be the medical records and radiology images. Each hospital, GP or other health organisations will hold their own records, we do not hold all NHS records.

How to access your medical records

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. You can log in or register on the site and chose the most appropriate online application form. To make your request please use the following links: 
For Northampton General Hospital 
For Kettering General Hospital 

Alternatively please complete a paper request form. 
 Add document link 1 here
Add document links 2 here 
If you have a problem with accessing these forms, please contact the relevant Request for Information Team:
Northampton General Hospital email: ngh-tr.mraccess@nhs.net Tel: 01604 545279 
Kettering General Hospital email: kgh-tr.DataProtection@nhs.net Tel: 01536 492412

Your Subject Access Request (SAR) will be dealt with under the terms of the Data Protection Act 2018 and the UK GDPR | ICO and, in the case of deceased records, the Access to Health Records Act 1990.  

Exceptions to access

  • The Trust has the right to deny access to a patient's health records if one of the following conditions apply:
    If in the Trusts’ opinion, based on the assessment of the healthcare professional in charge of the care, access would disclose information likely to cause serious harm to the physical or mental health or condition of the patient or to any other person.
  • If giving access would disclose information which would identify information provided by or about a third party (this does not apply if the individual concerned has given their consent).    

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.

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. To make your request please use the following links: 
For Northampton General Hospital 
For Kettering General Hospital 

Alternatively please complete a paper request form. 
 Add document link 1 here
Add document links 2 here 
If you have a problem with accessing these forms, please contact the relevant Request for Information Team:

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. Please speak to a senior nurse on the ward, who will seek approval from your consultant.

Your request may be denied if access could cause serious harm to your physical or mental health or that of someone else. Records containing confidential information given or about a third party will not be disclosed. 

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 (UHN) 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 we 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 and Northampton General Hospital please contact:
University Hospitals of Northamptonshire Data Security and Protection Manager
Data Security and Protection Team
Cytringan House
Robinson Way
Kettering
NN16 8PT
Kettering General Hospital
E-mail: steffan.cook1@nhs.net