Viewing Your Own Medical Records

 

You have the right to view your own medical records. Many people are unsure about what this means.

 

This is not covered under the Freedom of Information Act but by additional legislation. We have provided this information here to help ensure you contact the correct department.

 

To request access to your own medical records you should write to:

The Subject Access Requests Team
Information Governance Department (N031)
The Ipswich Hospital NHS Trust
Heath Road
Ipswich
IP4 5PD

 

Who has the right to apply?

• The patient
• Any person authorised in writing to apply on behalf of the patient.
• Any person having parental responsibility for a child under the age of 16.
• Any person appointed by the Courts to manage the affairs of the patient. (Documented proof must be given.)
• Where a patient has died, the patient’s personal representative. (Documented proof needs to be supplied.)

Which records can I see?

The records referred to in this guide are written and computerised medical records.Apart from the few exceptions listed below, we are obliged to let you see your records and also to explain any part of the record which you do not understand.

 

When can records be kept from me?

• When we believe that access is likely to cause you or another person serious physical or mental harm.
  
• When the record would disclose that an individual had been born of the consequence of treatment services within the meaning of the Human Fertilisation and Embryology Act 1990.
  
• When the record contains information the patient expressly stated must not be revealed.
  
• When the record relates to, or has been given by, anyone except a doctor or health professional involved in the patient’s care, unless their consent has been given.
  
• When we think a patient, under the age of 16, cannot understand what the application to see his or her record means.
  

Do I have to pay?
There may be a charge in certain circumstances, for this service. After your application has been received, you will be advised of any likely costs before dealing with your request.

What happens after I apply?

When the application form is received by the Subject Access Requests Team, a strict process is undertaken. You should receive a response from us within 40 days of receiving your application.
Checks will be made to ensure the person applying has the right to apply – particularly if applying on behalf of someone else. The records will then be located.

We may then write to the most appropriate health professional (usually the consultant in charge of your care) for permission for the records to be released.

Once we have the permission from the consultant we will send you a photocopy of your records. If you wish to view your records please contact the consultant in charge of your care.

What if I disagree with what is written?
If you believe any facts in your records are wrong, you can ask us to change them.We must either make the correction or note your disagreement (and any discussion about it) in the records. We must give you a copy of the correction and any notes made. (You cannot remove anything from the records or amend them yourself.)

If you think your right to access has been unfairly denied, you can appeal. This is usually done through our PALS team or the Trust’s complaints procedure. You can ask the Independent Complaints Advocacy Service for advice about how to complain. Their telephone number is 0845 456 1084.

For more information
For further information or advice, please contact the Subject Access Requests Team on 01473 704484. Alternatively, you may ask a member of staff to put you in touch with a member of the Patient Advice and Liaison Service (PALS) or telephone Freephone 0800 328 7624.