Access to Medical Records
Under UK Data Protection Legislation, individuals have the right to view or obtain copies of the personal information that we hold about them, including medical records. The Disclosure Team are responsible for responding to requests for information made under UK GDPR, Data Protection Act 2018, and the Access to Health Records Act 1990. This is known as a Subject Access Request (SAR).
Subject Access Requests
How to make request
A Subject Access Request can be made in writing to the Disclosure Team via post or email using the contact details below, please use our Subject Access Request Form to detail what information you would like to access. Please make sure that you clearly describe the information you would like to receive, otherwise we may have to contact you for clarification, which could result in the delay of your request.
Before we can process your request, the Disclosure Team must be satisfied of the identity of the individual who has made the request. We require one form of ID prior to disclosing personal information. A list of accepted types of proof of identification can be found on the Subject Access Request Form.
Subject Access Request Form.docx[docx] 51KB
Requesting records of a deceased individual
The Access to Health Records Act 1990 protects the confidentiality of patients even after they have died. Next of kin of the deceased do not have an automatic right of access to the deceased individual’s records, unless they are the personal representative of the patient (this is the executor of the will or the administrator of the estate) or have a claim arising out of the patient’s death. Please use the same Subject Access Request Form to make a request for records of a deceased individual.
Subject Access Request Form.docx[docx] 51KB
Contact details and where to send a completed Subject Access Request Form:
Disclosure Team
Plymouth Hospitals NHS Trust
Central Records Library
Bush Park
Plymouth
PL6 7RG
Email: UHPDisclosureTeam@nhs.net
Telephone: 01752 431678
How long do we have to respond to your request?
In accordance with the Information Commissioner’s Office guidance, the Disclosure Team must act on Subject Access Requests without undue delay, usually within one calendar month. Where a request is considered to be complex or excessive, an extension of up to two months can be applied.
Is there a fee for making a Subject Access Request?
In most cases there is no fee to comply with a Subject Access Request and the Trust must provide a copy of your information free of charge. However, if a request is considered to be manifestly unfounded or excessive, a reasonable fee may apply. A reasonable fee may also be charged to comply with requests for further copies of the same information. This fee will be based on the associated administrative costs of fulfilling the request and providing further copies.
Right to Rectification of Records
In accordance with current Data Protection Legislation, you have the right to have your records rectified in cases where the information held is inaccurate or incomplete. However, diagnosis and clinical opinion is a matter of clinical judgement and cannot be changed solely at the patient’s request. Please contact the Disclosure Team at the above address identifying the information you feel is incorrect.
How does the Trust manage your personal information?
For more information, visit the managing your personal information page.
