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Access to medical records

The practice is registered and complies with the Data Protection Act 2018. Any request for access to notes by a patient, patient’s representative or outside body will be dealt with in accordance with the Act.

Access to Medical Records

In accordance with the General Data Protection Regulation, patients have the right to access their data and any supplementary information held by Oldwood 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 Form. You will need to return the completed DSAR form in person to the practice and bring photographic ID so we can verify your identity. Patients do not have to pay a fee for copies of their records.

Time frame

Once the DSAR form is submitted, Oldwood Surgery will aim to process the request within one calendar month.

Emailing documents

The Information Commissioner’s Office (ISO) are in favour of electronic SARs and all documents will therefore be sent by email. You will be asked to provide your email address and give your consent on the DSAR form. If you are unable to receive emails, please speak to the receptionist for further guidance. The email will be sent by NHSmail encrypted email to ensure data security.


There may be occasions when the Data Protection Officer 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.

Solicitor and Insurance Requests

We may also receive requests for access to your medical notes from solicitors and insurers acting upon your behalf. They will ask you to sign their consent form and we will contact you to check what information you are happy for us to provide.