Chadsfield Medical Practice
Romiley Health Centre
Chichester Road Stockport SK6 4QR
Tel No. 0161 983 9388
www.chadsfieldmedicalpractice.co.uk
ACCESS TO PATIENT RECORDS POLICY V1
This policy sets out the ways patients can access their health records.
All patients registering at Chadsfield Medical Centre will automatically be given prospective access to their medical records via the NHS App. We encourage all patients to use the NHS App to review their own records, and check things like test results. The App can also be used for ordering repeat prescriptions; for booking appointments; for contacting the practice; and many other helpful functions.
For full instructions and guidance on how to use the NHS App and how to get support to use it, please go to: https://www.healthwatchkingston.org.uk/sites/healthwatchkingston.org.uk/files/An-Easy-Guide-to-the-NHS-App.pdf
REQUESTING ACCESS TO YOUR RECORDS
You can request access to your health records at any time. To do so, please complete a Practice Subject Access Request Form which you can complete via email or please contact the Practice, and we will provide you with our paper format or use this link to download a copy. https://practice365.co.uk/uploads/sites/1368/2025/10/SARs-Consent-Form-RD-09.09.2027.pdf
We will then contact you, and if you are not familiar with the NHS App, we will encourage you to download and use it to be able to access your health records, as set out above.
If you are unable to use the NHS App for any reason, we will then process your request for copies of your records in accordance with the law. This means we have up to 28 days to respond to your request. If additional information is needed before copies can be supplied, the 28-day time limit will begin as soon as the additional information has been received.
The 28-day time limit can be extended for two months for complex or numerous requests where we need more time to collate and supply the data. You will be informed about this within 28 days and provided with an explanation of why the extension is necessary.
The 28-day timescale is paused when there are any consent or identify queries raised by us or if the request has inadequate information in order to proceed. The 28 days begins again once our data protection and information gathering procedures are complete.
When making a request, it will assist us if you can specify whether you want to see all of your records or just part of them.
When the records have been prepared, we will contact you so you can collect them from reception. If you wish for us to email your records to yourself or a third party such as a solicitor we will require written signed consent from you with proof of ID.
When you are collecting medical records, you will need to bring some identification evidence, this will be photo ID such as passport, driving licence, if unsure please ask when we contact you about collection.
Information pertaining to the collection of records is detailed on our form too, for ease.
It is also possible for you to request access to you notes via a third party (for example, via solicitors or insurance companies). The usual consent procedure will apply and if your solicitor hasn’t included adequate consent, we will contact you for further documentation as follows:
- We will contact patient to confirm the request from the solicitor is valid
- We will ask you three security questions to prove patient identify
- We will ask if patients want to see the records before they are sent if not evident already
- We may ask further questions to satisfy our data protection procedures
Redactions in records
You won’t be able to see information that could:
- cause serious harm to your or someone else’s physical or mental health; or
- identify another person (except members of NHS staff who have treated the patient) unless that person gives their permission.
We therefore redact those details before releasing your records to you.
Patients who have lost capacity
If you no longer have capacity, then someone who has been granted a power of attorney for your health matters may be able to request access on your behalf. In those circumstances, we will need to see the original power of attorney, to check it is valid, before we can give access.
Apart from that, the procedure is the same as if you were requesting access to your own records.
Access to deceased patients’ records
If you were a registered patient with us at the time of your passing, then two groups of people can request access to your records after your death:
- Any personal representative; or
- Any person who has a claim resulting from your death.
For a personal representative, we will need to see the original grant of probate/letters of administration, together with identification evidence for the personal representative when the records are collected.
For a person who has a claim resulting from your death, we will need to see proof of their identity and be provided with sufficient information to satisfy ourselves that there is a claim. This will differ on a case-by-case basis.
For more information including details of the retention periods for the medical records of deceased patients please visit: https://transform.england.nhs.uk/information-governance/guidance/access-to-the-health-and-care-records-of-deceased-people/
COMPLAINTS
If you are unhappy with the way we deal with your request to access patient records, then you can make a complaint to us in the usual way. Further details are available at: www.chadsfieldmedicalpractice.co.uk
If you are unhappy with our response to your complaint, you can also take the matter up with the Information Commissioner (who is the person responsible for regulating and enforcing the Data Protection Act). You can contact them via their website ico.org.uk or by phone on 0303 123 1113
Created: 02.09.2025 MJ / Review Due: 02.09.2027 or as needed