Access to Your Medical Records

You are entitled to request copies of any personal data the Practice holds about you, including your full medical record, under both the Data Protection Act [2018] and EU General Data Protection Regulations [2018] (GDPR). This is known as a Subject Access Request (SAR).

You can request access to your full record, a section of your record from a particular time, or information relating to a specific event or condition.

You are also entitled to make a Subject Access Request for copies of personal data relating to another person, as long as you are legally allowed to act on their behalf. This includes:

  • Making a request for a child (if you have parental responsibility or guardianship, and the child is under the age of 12).
  • Making a request for someone that you have power of attorney for.

A Subject Access Request will provide you with a single “snapshot” of the records we hold about you. If you wish to view your record again in the future, you will need to make another request. Current data protection regulations allow you to make as many additional requests as you like (within reason), however, releasing patient records can be time consuming and may take up to 30 days to process. Repeat requests can also place additional strain on our staff, taking them away from other vital work and we ask that you kindly consider this before making additional requests. If repeated requests are found to be unreasonable, they may be denied under section 8(2)(a) of the Data Protection Act (2018)

You may find it quicker, easier and more helpful to sign up for our online access system. This will give you constant access to a summary of your medical record, including any new or updated information. You can also use the online access system to make appointments and order repeat medication. If you would like to sign up for online access, you can find more information here.

Before Making a Subject Access Request

Your medical record will contain a lot of complex and sensitive personal information and it is important that you consider the following before requesting access:

  • Forgotten history:
    There may be something you have forgotten about in your record that you find upsetting.
  • Misunderstood information:
    Your medical record is designed to be used by clinical professionals to ensure that you receive the best possible care. Some of the information within your medical record may be highly technical, written by specialists and not easily understood. If you require further clarification, please contact the surgery for a clearer explanation.
  • Abnormal results or bad news:
    In rare cases you may discover potentially upsetting information which has yet to be fully reviewed by a clinician, or information which a clinician has not yet discussed with you. This may happen while the surgery is closed and you cannot contact them.
  • Choosing to share your information with someone:
    It’s your choice whether or not you share your information with others (perhaps family members or carers), but also your responsibility to keep the information safe and secure. Chesterfield Medical Partnership cannot be held responsible for anything which happens to your information after it has been released to you.
  • Coercion:
    If you think you may be pressured into revealing details from your patient record to someone else against your will, it is best that you do not make a request at this time.
    If you feel you are being coerced in any way, please inform the practice.

Making a Subject Access Request

You can download a copy of our Subject Access Request Form, and return it to any of our sites. Using this form will help us to confirm your identity and process your request as quickly as possible, however it is not essential, and you can contact the practice via any means to make a request.

Once you request has been received it will be processed within 1 calendar month from the date of receipt. If a request is particularly complex it could take an additional 2 months to complete, but you will always be notified of any delay.

You can choose to collect paper copies of your record from any of our sites, or you can request to receive a secure digital copy via email.  As Subject Access Requests are a free service, we regret that we are unable to send records via post or courier.
We will always contact you to confirm your details before sending electronic copies.

Please note:
You will be responsible for the safety and security of your information. Chesterfield Medical Partnership cannot be held responsible for anything which happens to your information after it has been released to you.

Exemptions

Chesterfield Medial Partnership is dedicated to openness and transparency; we will always handle requests as promptly as possible, and we will never deny anyone access to any data which they have the legal right to view. However, you may find that some sections of your record have been removed, or certain words have been blacked out. This is usually because these sections contain information relating to another person or to third party (eg. a relative, employer or insurance company). We also have a legal obligation to withhold any information which may be damaging to a patient or to the general public if released.

Making a Subject Access Request does not guarantee that you will be provided with the data you have requested, and in keeping with GDPR and the Data Protection Act (2018) there are certain circumstances under which we would not be able to provide you with your data.

Access may be denied or restricted if:

  • The record contains information which relates to or identifies a third party that is not a care professional and has not consented to the disclosure.
  • Access to all or part of the record will prejudice the carrying out of social work by reason of the fact that serious harm to the physical or mental well-being of the individual or any other person is likely.
  • Access to all or part of the record will seriously harm the physical or mental well-being of the individual or any other person.
  • An assessment identifies that to comply with a SAR would involve disproportionate effort under section 8(2)(a) of the Data Protection Act.

For further information our full Subject Access Request Policy can be downloaded.