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Subject Access Request (SAR) – Request your Records

You will appreciate that health data relating to any individual is highly confidential and the Practice must ensure that it releases such data only to the person to whom it relates, or to a person authorised to act on his/her behalf. Please complete this online Request Form as fully and accurately as possible to enable us to locate the exact data you require.

The General Data Protection Regulations give you the statutory right of access to any information, manual (paper) or computerised.  You may wish to authorise someone else to make your application on your behalf. If you have parental responsibilities you may make an application to see your child’s notes.

You do not have to give a reason for applying for access to your General Practice records. If you do not need access to your entire records, it would be helpful if you would inform us of the periods and parts of your health records that you require, along with details which you may feel have relevance (e.g. Clinic type, location, dates)

Timescale

The Practice will deal with your request as quickly as possible. The information should be available to you within 8 weeks of receipt of your accurately completed form and confirmation of consent. Under certain circumstances, this period can be extended to 3 months but we will keep you informed of the progress of your request during this extended period.

Fees

We will not make a charge for the first request for access to your medical records. We may, however, charge for subsequent requests and if we deem that the volume of information requested is excessive. You have the right to simply view your records (i.e. not receive a copy in a permanent form).

Type of request

If you request copies, these will be ready within the allocated timescales specified by the Regulations and you will be telephoned and asked to come to the Practice to collect them. Please be advised we are unable to email any records.

Proof of identity

Two forms of identity must be provided (one of which must be photographic). This is to ensure no information is released to unauthorised individuals. The table below outlines the proof of identity required.

TYPE OF APPLICATIONIDENTIFICATION REQUIRED
Patient applying for their own 
Can be waived if the applicant is known to the Staff Member accepting the request.
One which must be
photographic e.g.
passport. One containing individuals
name and address.
Third Party Applying. Consent of Patient will be
required  BEFORE the request will be
processed.
One containing Third Party name and
address. One must be Photographic ID
of Third Party.  
Applying on behalf of a child
In Scotland the age of consent is 12.
We will ALWAYS obtain consent for release of
records from a child age 12+ to <16 if a third party is making request.
One which must be Child’s
birth certificate, & Photographic ID of person with parental rights.

If you are completing this application on behalf of another person, the Practice will require their authorization before we can release the data to you. The person whose information is being requested should sign the relevant section within the online form. If the patient is a child (i.e. under 16 years of age) the application may be made by someone with parental responsibilities – in most cases this means a parent or guardian. If the child is capable of understanding the nature of the application, his/her consent should be obtained or, alternatively, the child may submit an application on their own behalf.  Children will, generally, be presumed to understand the nature of the application if aged between 12 and 16.  All cases will be considered individually.

Once the form completed please send it to [email protected].