Access to Records Application

Personal information collected from you by this form is required to enable your request to be processed, this personal information will only be used in connection with the processing of this request. We will supply medical records in paper format or alternatively you can gain access to your records online.

This form is for individuals requesting their own records or on behalf of the patient, not for third party organisations.

Charges Payable: In accordance with legislation no fee will be charged for your request, unless the request is manifestly unfounded or excessive, particularly if it is repetitive (e.g. multiple copies). Before any further action is taken, we will contact you with details of our “reasonable administrative charges” in order to comply with your request.

Paper Copy of Records Information

Full or part copies of your medical records will be printed in paper format only. We cannot send copies of your records to you electronically.

Depending on the size of the information you require us to copy, you may be asked to collect from the surgery.

If you wish to view your medical information electronically please try using the Online Access option first as this may provide you with the information you need.

This form is for individuals requesting their own records or on behalf of the patient, not for third party organisations e.g. insurers/solicitors.

Detailed Online Access Information

Detailed online access allows you to access all of the below features through your secure online account:

• Book appointments

• Request repeat medications

• View parts of your medical record:

  • Medications; you will be able to see the medications you are currently taking. If you want to request any repeat medication you will be able to do so from this screen. There is also a link to Patient.co.uk which has further information about your medication.
  • Allergies/Adverse reactions; you will be able to see what allergies you suffer from and what if any adverse reactions you have had (i.e. to medication). There is also a link to Patient.co.uk which has further information about your allergies.
  • Immunisations; you will be able to see any immunisations/vaccinations we have a record of and the date you had them. There is also a link to Patient.co.uk, which has further information about any of the vaccinations you have had.
  • Problems; this section shows you your current and past coded medical problems.
  • Consultations; you will be able to see a record of your recent consultations (coded data entry only, not text entries).
  • Test Results; you will be able to view your test results once they have been reviewed by your doctor. You will see a value, a range and a comment that has been added by your doctor.
  • Values; you will be able to view values such as your height, weight and blood pressure.

Proxy Online Access Information

Proxy access enables a user who is not the patient to apply for online access to another patient’s medical record using the proxy's own online account. If they have capacity, the patient can also specify what information the proxy user can access, for example the proxy user could be restricted to just booking appointments or requesting repeat medications, without any access to the patient’s medical record.

Proxy access via a patient representative (e.g. parent/guardian) can be enabled for under 16s. Proxy access will be revoked once the patient reaches the age of 16, at which point the patient can then re-apply for their own access.

Proxy users not registered at this practice: A proxy user must be registered at the same surgery as the patient in order to synchronise the patient's online access account to the proxy's personal online access account. If the proxy applicant is not registered at the same surgery as the patient they will need to create a separate online access account for proxy access and cannot register the same email address to that of any existing online access account active at another surgery.

Proxy online access allows you to view all or some of the below features:

• Book appointments

• Request repeat medications

• View parts of the medical record:

  • Medications; the proxy will be able to see the medications the patient is currently taking. If you want to request any repeat medication you will be able to do so from this screen. There is also a link to Patient.co.uk which has further information about your medication.
  • Allergies/Adverse reactions; what allergies the patient suffers from and what if any adverse reactions they have had (i.e. to medication).
  • Immunisations; any immunisations/vaccinations we have a record of and the date the patient had them.
  • Problems; this section shows the patient's current and past coded medical problems.
  • Consultations; a record of the patient's recent consultations (coded data entry only, not text entries).
  • Test Results; test results once they have been reviewed by a doctor. The proxy will see a value, a range and a comment that has been added by the doctor.
  • Values; other values such as the patient's height, weight and blood pressure.

Online Access Request (Patient)

Paper Copy of Records Request (Patient)

Online Access Request (Proxy)

Paper Copy of Records Request (Proxy)

Proxy User Details

Please complete this section if the applicant requesting online access is not the patient.

Proxy users not registered at this practice: A proxy user must be registered at the same surgery as the patient in order to synchronise their personal online access account to the patient's. If the proxy applicant is not registered at the same surgery as the patient they will need to create a separate online access account for proxy access and cannot register this account using the same email address to that of any existing online access account active at another surgery.

Proxy Authorisation

To be completed by the patient if not making their own request. If patient is unable to complete this section please indicate in below declaration.

"I authorise Pembroke Road Surgery to release any personal data that I have consented to the release of in above section to the above representative whom I authorise to act on my behalf in this matter."

Proxy Access Level

Please specify the level of access for the proxy user:

Declaration

I declare that the information given by me is correct to the best of my knowledge and that I am entitled to apply for access to the health record(s) referred to above, under the terms of the Access to Health Records Act (1990) / General Data Protection Regulation (GDPR) / Data Protection Act 2018.

Please select one box below:

Please Note:

• If you are making an application on the behalf of somebody else we require evidence of your authority to do so i.e. personal authority, court order etc.
• It may be necessary to provide evidence of identity (i.e. Driving Licence).
• If there is any doubt about the applicant’s identity or entitlement, information will not be released until further evidence is provided. You will be informed if this is the case.
• Under the terms of GDPR, requests will be responded to within 30 days after receiving all necessary information and/or fee required to process the request.
• Information disclosed under a Subject Access Request may have information removed; this is to ensure that the confidentiality is maintained for third parties referred to who have not consented to their information being disclosed.

If you are making a request under the Access to Health Records Act 1990, requests will be responded to within 40 days where no entries have been made to the patient/client’s record 40 days immediately preceding the date of this request, otherwise requests will be responded to within 21 days after receiving all necessary information and/or fee required to process the request.