Patients & Visitors

Patient Advice & Liaison Service (PALS)

Accessing your Health Record

You have the right to see, or have a copy of your Health Records. The Trust has adopted procedures and terms and conditions to ensure that your application is processed in accordance with the requirements of the General Data Protection Regulation (2016) or the Access to Health Records Act (1990) as necessary.

An individual who makes a subject access request has the right to:

  • be told by the Trust whether any personal data is held about him/her, and
  • be supplied with a copy of the information that forms any such personal data
  • obtain a copy of the record in permanent form, and
  • view a record without obtaining a copy
  • To have information explained where necessary e.g. medical abbreviations.

No reason needs be given for an application (unless the application is for the records of a deceased patient). The applicant must confirm and prove that he/she is legitimately entitled to access the personal data requested.

Therefore, the applicant must meet one of the following criteria:

  • The applicant is the patient
  • The applicant has been asked by the patient to apply and attaches his/her written consent
  • The applicant is acting in loco parentis and the patient is under the age of 16
  • The applicant may have a claim arising from the patient's death

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There are specific reasons why access to personal data may be denied including:

  • Where the data released may cause serious harm to the physical or mental health or condition of the patient, or any other person.
  • Where access would disclose information relating to or provided by a third party.
  • Where the consultant in charge of a patient's care assesses that a patient under the age of 16 cannot understand the implications of accessing his/her records.
  • Where the patient expressly stated that information must not be disclosed.
  • Where the information relates to, or has been given by, anyone except a clinician involved in the patient's care, unless his/her consent has been given.

The Trust must be prepared to justify decisions to withhold information.

Under the General Data Protection Regulation (GDPR) if you would like Access to your Health Records we request that you complete the Subject Access Application form (SAR1) following the link below-:

Subject Access Form (SAR1)

Please send completed application form and two forms of identification to:

Medical Records Manager
Medical Records Department
Apley House (E5)
Royal United Hospitals NHS Foundation Trust
Combe Park

Information for Applicants

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