Accessing Your Medical Records

Important information for patients

This practice handles medical records in-line with laws on data protection and confidentiality.

• We share medical records with those who are involved in providing you with care and treatment.
• In some circumstances we will also share medical records for medical research, for example to find out more about why people get ill.
• We share information when the law requires us to do so, for example, to prevent infectious dis-eases from spreading or to check the care being provided to you is safe.
• You have the right to be given a copy of your medical record.
• You have the right to object to your medical records being shared with those who provide you with care.
• You have the right to object to your information being used for medical research and to plan health services.
• You have the right to have any mistakes corrected and to complain to the Information Commis-sioner’s Office. Please see the practice privacy notice or speak to a member of staff for more information about your rights.

Introduction

In accordance with the General Data Protection Regulation, patients (data subjects) have the right to access their data and any supplementary information held by St Mary’s Surgery; this is commonly known as a data subject access request (DSAR). Data subjects have a right to receive:

• Confirmation that their data is being processed
• Access to their personal data
• Access to any other supplementary information held about them

Options for access

As of April 2016, practices have been obliged to allow patients access to their health record online. This service will enable the patient to view coded information held in their health record. Prior to accessing this information, you will have to visit the practice and undertake an identity check before being granted access to your records.

In addition, you can make a request to be provided with copies of your health record. To do so, you must submit a Data Subject Access Request (DSAR) form; this can be submitted electronically and the DSAR form is available on the practice website. Alternatively, a paper copy of the DSAR is available from reception. You will need to submit the form online or return the completed paper copy of the DSAR to the practice. Patients do not have to pay a fee for copies of their records.

Time frame

Once the DSAR form is submitted, St Mary’s Surgery will aim to process the request between 10-14 working days; however, this may not always be possible. The maximum time permitted to process DSARs is one calendar month. 

Exemptions

There may be occasions when the data controller will withhold information kept in the health record, particularly if the disclosure of such information is likely to cause undue stress or harm to you or any other person. 

Data controller

At St Mary’s Surgery the data controller is Mr Phil Aubrey-Harris and should you have any questions relating to accessing your medical records, please ask to discuss this with the named data controller.