Patients have the right to see, and receive a copy of, information we hold about them in their health record. This is known as the right of 'subject access' and you do not need to tell us why you want the information. 

Requests for copies of health records should be made in writing and must specify which records you require. This will enable us to identify what information you require. You can request copies of health records by email but we will then provide you with a “request to access health records” form to sign before we release any information.

If you are requesting information on behalf of a third party we must obtain their consent before any information is released. We will therefore ask them to sign a “request to access health records”  form unless there are any significant practical reasons why this is not possible.

If a solicitor requests copies of health records on your behalf then they will need to include a “patient authority form” signed by you with their request.  

Once the request has been validated then we will provide either sight of it or copies as requested. We must provide you with a response within 40 days although a government recommendation is that we provide a response within 21 days.

Withholding information
We may withhold information if it could cause undue harm or distress to you or another person, or if it identifies a third party who has not given consent. We are not obliged to tell you that information has been withheld on the basis that this information may cause undue harm or distress.

Fees
We may charge you a fee as follows:

1. Computerised records only - £10
2. Paper records or a mix – £50 maximum
3. Sight of records not modified in last 40 calendar days - £10 maximum
4. Sight of records modified in last 40 calendar days – free of charge.

For further information contact Maureen Livingstone, on 0117 330 2441 or email Maureen.livingstone@sglos-pct.nhs.uk or in writing to South Gloucestershire PCT, Monarch Court, Emerald Park, Emersons Green, Bristol BS16 7FH.

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