Access to Medical Records

Introduction

In accordance with the General Data Protection Regulation, patients (data subjects) have the right to access their data and any supplementary information held by Woodland Road 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 (DSAR) form; this can be submitted electronically and the DSAR form is available on the practice website. Alternatively, a paper copy of the DSAR is available from reception. You will need to submit the form online or return the completed paper copy of the DSAR to the practice. Patients do not have to pay a fee for copies of their records.

Time frame

Once the DSAR form is submitted, Woodland Road Surgery will aim to process the request within 28 days; however, this may not always be possible. The maximum time permitted to process DSARs is one calendar month.

Exemptions

There may be occasions when the data controller 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.

Data Controller

The partnership is the collective data controller at Woodland Road Surgery.

Data Protection Officer

 If you have any concerns regarding data processing or control or how any request has been handled please speak to the data protection officer –

Arden & GEM CSU Head of Integrated

Governance who is based at –

NHS Arden and Greater East Midlands Commissioning Support Unit

Westgate House, Market Street, Warwick, CV34 4DE

• Email: agem.dpo@nhs.net
• Telephone: 0121 611 0730