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Access to your medical records

The Data Protection Act 1998 gives patients the right to apply for access to their medical records (these are known as subject access requests). If you wish to view your records or have copies supplied, you can apply either by writing, by telephone or by downloading the authority form.

Access to casenotes for deceased patients

If you wish to access casenotes for a patient who is deceased then these applications are made under the terms of the Access to Health Records Act 1990. The Patient Representative Form will need to be completed before copies can be made. You can apply either by in writing, by telephone or by email to the same Access Team as outlined below.

Consent for access to patient casenotes

To safeguard the Patients Records any copies cannot be released without patient consent first being provided via the completion of the authority form. Proof of identification will also need to be provided e.g a copy of a Driving License or a Passport to safeguard the patients information.

All documentation can be returned to:

Patient Services
House 2
Papworth Hospital NHS Foundation Trust
Papworth Everard
CB23 3RE

Alternatively all documents can be sent electronically to the following secure email address:

Can access be refused?

There are sometimes circumstances when access can be refused:

  • Where disclosing the personal data would reveal information which relates to and identifies another person, unless that person has consented to the disclosure
  • Where permitting access to the data would be likely to cause serious harm to the physical or mental health or condition of the data subject or any other person
  • Where the request for access is made by another on behalf of the data subject, such as a parent or child, access can be refused if the data subject had either provided the information in the expectation it would not be disclosed to the applicant, or had indicated it should not be disclosed. Equally, if the data was obtained as a result of any examination or investigation to which the data subject was subject to, and consented to, on the basis that the information would not be disclosed.

What charges are made?

Under the terms of the Data Protection Act 1998 a maximum charge of £50 can be made.

Charges for obtaining copies of Deceased patient records comes under the terms of the Access to Health Records act 1990 and may cost more due to us having to charge per page. After receiving a request for deceased patient’s records a member of the team will assess the possible costs before contacting the requestor with a quote.

All charges must be paid in full before records are released.

How long will my application take?

Once we have received your completed application, we will process this, usually within the prescribed timescale of 21 working days after payment has been made. In exceptional circumstances the request can sometimes take longer, however, in this instance we would contact you to advise you accordingly.

Our Patient Services Access Team are happy to help if you have any problems or queries in respect of making an application. Telephone 01480 364253.

Useful Resources
DN449 - Patient Access Policy


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