All applications for access to records, whether paper or electronic, of a living person are now made under the General Data Protection Regulations 2018.

For deceased persons, applications are made under sections of the 1990 Access to Health Records Act.

Personal requests for data are normally processed free-of-charge, unless excessive requests are being made for the same information (we will make an admin charge in these circumstances). All requests are dealt with sequentially.

Please allow up to 28 days (1 month). Information may be released in a number of formats on request once we verify ID (e.g. paper copy, on CD as a PDF, emailed to a verified address)

Some third-party requests, such insurance company requests in respect of a claim, will be made under ‘subject access rules’ and therefore may invoke a processing charge of up to £50.

How to Make an Application

RECORDS REQUEST PRO FORMA- NRMC V5.2301

• Children 16 years or over and the mentally competent;
• Parents, or an individual, given parental responsibility by a court for children under 16;
• Patient representatives with written authorisation from the patient (i.e. a solicitor or relative);
• Court representatives;

For deceased patients, applications may be made by the patients’ personal representative or any person who may have a claim arising out of the patient’s death.

Please click the document link above to download and print an application form, and then complete and return the form (with ID) to apply for a copy of personal data held in your records.

For all request methods, You will be asked for ID to provide identity, which confirms personal ID and your current address before the request is actioned. We will also ask you to provide ID when collecting personal data, if applicable, such as a driving licence, a passport, or a recent utility bills.

PLEASE NOTE:  Requests can take up to 28 days (1 month) to process, but we will endeavour to process requests as soon as possible sequentially.  Please only query progress if you have been waiting over this time. 

Exemptions

In some circumstances, the Act permits the data controller to withhold information held in your health record. These rare cases are:

• Where it has been judged that supplying you with the information is likely to cause serious harm to the physical or mental health or condition of you, or any other person, or;
• Where providing you with access would disclose information relating to or provided by a third person who had not consented to the disclosure. This exemption does not apply where that third person is a clinician involved in your care;
• When making your request for access, it would be helpful if you could provide details of the time-periods and aspects of your health record you require;
• If you are using an authorised representative, you need to be aware that in doing so, they may gain access to all health records concerning you, which may not all be relevant. If this is a concern, you should inform your representative of what information you wish them to specifically request when they are applying for access.

GPs have ethical obligations around how patient records are shared, and will explain to patients, in broad terms, the implications of making a Subject Access Request so they can make an informed decision on whether they wish to exercise their rights under the General Data Protection Regulations 2018.

GP REPORTS/PRIVATE LETTERS/COMPLETION OF FORMS

Please note that the practice may charge a fee for work that is not deemed NHS, such as private medicals. This also includes GP letters of support and completion of medical information via a 3rd party pro forma.  These types of requests are classed as ‘GP reports’, and the GPs can only provide when they feel that they can provide an opinion.   

All information provided will be fact based on medical notes we hold.  We will normally agree a private fee depending on the time taken to do the work, and we will normally ask for payment in advance.

Please expect up to a 40-DAY WAIT for any GP REPORTS To be completed as these can take time, will depend on GP availability to complete, and as they are private and are not done in surgery time. 

We will provide you with a reason if the request cannot be accepted.  Please note, we do not provide housing letters or letters of support for benefit appeals (such as PIP).

Our GPs also do not sign forms for Blue badges, bus passes, Passport applications, Letters for education etc. Patients may request a copy of their notes however in support of evidence of any medical condition as felt necessary (see subject access forms above).