How to access your medical and care records

GENERAL INFORMATON

Individuals have the right to obtain a copy of their medical or care records, in accordance with the Data Protection Act 2018 (GDPR).This is known as a Subject Access Request (SAR) or right of access.

This request can be made in writing or verbally – most large organisations have a form that they prefer to be completed as it ensures they have all the correct information to complete the request.

A request should be responded to within one month, although in exceptional circumstances this can be extended to two months.

A fee cannot be charged for this service unless the request is excessive, manifestly unfounded or an individual repeats a request already completed. If a fee is charged it must be a ‘reasonable fee’ and the individual notified of this charge at the earliest opportunity.

A SAR can be refused if the request is manifestly unfounded or excessive.

Proof of identity may be requested prior to the SAR being undertaken.

Further information can be found on the Information Commissioners (ICO) website

https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-of-access/

DCR

The Dorset Care Record (DCR) is unable to provide copies of medical and care records. Partner organisations are responsible for medical and care records their organisations manage.

DORSET COUNTY HOSPITAL

To access medical records for admissions or treatment at Dorset County Hospital contact the

Health Record Administrator

Dorset County Hospital NHS Foundation Trust

Williams Avenue

Dorchester

DT1 2JY

Telephone 01305 255442, email health.recordsadministrator@dchft.nhs.uk

The website will provide additional information –

Access-to-healthcare-records-request-2021.doc (live.com)

UNIVERSITY HOSPITALS DORSET (formerly Poole Hospital Foundation Trust (PHFT) and Royal Bournemouth and Christchurch Hospital (RBCH)

Additional details about how to access records can be found by clicking https://www.uhd.nhs.uk/about-us/patient-experience/poole/access-to-records

Medico-Legal Department (Medical Records)
Poole Hospital NHS Foundation Trust
Post: Longfleet Road, Poole, Dorset, BH15 2JB
Email: SubjectAccessRequests@uhd.nhs.uk
Telephone: 0300 0198311(Poole) or 0300 019 47555 and 0300 019 4742 (RBCH)

 

DORSET HEALTH CARE

Dorset Health Care provide services in the community including community hospitals, mental health services, community nursing and learning disability services.

To access your Dorset Health Care records the Application for Personal Medical Information form, needs to be completed. This form is available on the Dorset Health Care website along with additional guidance.

https://www.dorsethealthcare.nhs.uk/about-us/freedom-of-information/data-protection.

The completed form needs to be returned to:

Subject Access Team
Dorset HealthCare
Sentinel House
Nuffield Trading Estate
4-6 Nuffield Road
Poole
Dorset BH17 0RB

Or alternatively you can email your request to dhc.sar.enquiries@nhs.net

DORSET COUNCIL

To request access to your Dorset Council care record you can complete a SAR (Subject Access Request) form available on the website or send an email/letter to: –

Data Protection Officer

Records Management Unit

County Hall

Colliton Park

Dorchester

Dorset

DT1 1XJ

Email: data.protection@dorsetcouncil.gov.uk
Tel: 01305 225191

Additional information is available on the website https://www.dorsetcouncil.gov.uk/your-council/about-your-council/data-protection/subject-access-request-%E2%80%93-guidance-for-requester.aspx

BOURNEMOUTH, CHRISTCHURCH AND POOLE COUNCIL

Requests to access personal information can be made in a variety of ways: –

• completing an online enquiry
• completing our Subject Access Request form
• filling out a paper form and sending it to us at
  Customer Services
  BCP Council
  Town Hall
  Bournemouth
  BH2 6DY
• GP PRACTICES
• Each GP surgery will have their own arrangements in place for accessing medical records. GP surgeries should be contacted direct and the Practice Manager should be able to assist with the process.

DCR Privacy Manager

June 2021