Subject Access Requests

As part of the General Data Protection Regulations (GDPR), patients have a right to access their health records.  You can have access to your records by one of the following methods:

  • Online Access – We advise this option as you can simply log-in online and view your up-to-date record at any time you wish along with sharing it with whoever you wish to.  By having online access to your record you can also take advantage of being able to request your repeat medication and book / cancel appointments too.
  • Printed report – We can print your health record for you. Please submit a written request to the practice.
  • Via a Third Party, i.e. a solicitor. We will require full written consent to release your health records to any third party acting on your behalf

Can we refuse to comply with a request?

We can refuse to comply with a subject access request if it is manifestly unfounded or excessive, taking into account whether the request is repetitive in nature.  If we consider that a request is manifestly unfounded or excessive we can:

  • Request a “reasonable fee” to with the request; or
  • Refuse to deal with the request.

In either circumstance we will justify our decision.  If we decided to charge a fee we will contact you promptly and inform you of the likely costs.  We do not need to comply with the request until the fee is received.

How long do we have to comply?

We will act on the subject access request without undue delay and at the latest within one month of receipt.  We will calculate the time limit from the day after we receive the request (whether the day is a working day or not) until the corresponding calendar date in the next month.

Can we extend the time for a response?

We can extend the time to respond by a further two months if the request is complex or we have received a number of requests from the patient.  We will let you know within one month of receiving your request and explain why the extension is necessary.