A Guide to Requesting Your GP Medical Records
Understanding Subject Access Requests (SARs)
A Subject Access Request (SAR) is your legal right to request a copy of your personal data held by a data controller, such as your GP practice. This includes your medical records.
How to Make a Request
- Write a Letter:
- Address your letter to the Practice Manager or Data Protection Officer at your GP surgery.
- Clearly state that you are making a Subject Access Request.
- Specify the information you want to receive (e.g., all medical records from [start date] to [end date]).
- Include your full name, address, date of birth, and any other relevant contact information.
- Provide Proof of Identity:
- You may be asked to provide proof of your identity, such as a copy of your passport or driving license.
Timeframe for Response
Your GP practice has one month from the date they receive your request to provide you with a copy of your medical records. If they need more time, they must inform you within one month and provide a reason for the delay.
Subsequent Requests and Charges
Please note that after your initial SAR, any subsequent requests for the same information may incur a fee. This is in line with the Data Protection Act 2018 (DPA), specifically Section 10(4). The DPA allows data controllers, such as your GP practice, to charge a “reasonable fee” for complying with a SAR if the request is manifestly unfounded or excessive. If you have multiple requests for the same information previously provided to you or another organisation if you previously chose to provide this to another party instead e.g a solicitor or insurance firm, then this will be charged.
New information not previously provided is available without charge.
For clarity, you are entitled to 1 copy of your medical record without charge. Any additional provision of the same information will be charged.
Exemptions
There are certain circumstances where your GP practice may be exempt from providing you with all or part of your medical records. These include:
- Public Interest: If disclosing the information could harm the public interest, such as in cases of criminal investigations or public health concerns.
- Third-Party Rights: If disclosing the information could harm the rights or freedoms of others.
- Law Enforcement: If the information is required for law enforcement purposes.
Further Information
If you have any questions or require further assistance, please contact your GP practice or the Information Commissioner’s Office (ICO).
Remember: Your medical records are confidential, and it is important to handle them with care.