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To provide you with a copy of your records when you ask (in accordance with the data protection act)

Under the Data Protection Act and GDPR individuals have the right to make a Subject Access Request (SAR) which will allow you to obtain a copy of your information held by the Trust. Click here for the Request for Information Policy for further details.

As you will be aware the NHS is facing significant challenges with regard to the COVID-19 virus. All Trust staff are meeting this challenge in various ways to maintain a good quality of care for our patients. We would like to make you aware that this will impact on our ability to provide you with a response to your Subject Access Request within the statutory 1 calendar month timescale.

To request a copy of medical records, there are a number of ways to apply;

  • Secure Online Form
  • Email
  • Letter
  • Verbal

Using the secure online form is the most efficient method of making an application, as it clearly sets out what information is required in order to be able to process your request. Once submitted you will receive a unique reference number, which will confirm it has been logged.

If another person is making the request on your behalf, they will need to obtain your written permission to do so, before the Trust can provide copies of your medical records.

The Common Law Duty of Confidentiality continues after death, therefore the Trust is unable to provide copies of a deceased patient’s medical records, apart from, in very restricted circumstances. Further documentation may be required.

We are required to respond to you within 1 calendar month from the date of receiving your request and identification. We aim to prioritise patient requests for copies of their medical records.

With regards to the completion of health insurance forms, if it only requires verification of dates of admission and a hospital stamp, patients can send their forms to the Admissions Office to be processed.

If any medical details are required, the forms must be sent to your Consultant’s secretary to be completed by the Consultant or a member of their team for which there may be a charge. If the Consultant is unable to complete the form, copies of your medical records can be obtained by submitting a request to the Trust as set out above.

To enable and support clinical care we will no longer process private health insurance forms for Emergency Department attendances.

If you are a member of Staff wishing to obtain copies of information in connection with your employment with the Trust, the following link will take you to the relevant page

Data Protection Officer

The Data Protection Officer for the Trust is Nicola Gould, Head of Information Governance. If you are concerned about how the Trust is sharing or using your information please contact her on:

Email: fhft.information.governance@nhs.net