Your Right to Access Your Medical Records
You have the right to see or receive a copy of your medical records. Your records are confidential, and we take the protection of your personal information seriously. Under UK data protection law, you can ask us for a copy of the information we hold about you. This is called a Subject Access Request (SAR) or Data Subject Access Request (DSAR)
If you only need certain information, please tell us when you make your request. For example, you may only need records from specific dates, GP consultation notes, hospital clinic letters, test results or your vaccination history. You do not need to tell us why you want the information, but giving us details about what you need can help us find the correct records and process your request more quickly.
How to Make a Request
To help us find the exact information you need, we ask that you complete our online Request Form as accurately as possible. You do not need to give a reason for your request.
- Scope: If you only need information from a specific time or regarding a specific condition (e.g., a recent hospital discharge or immunisation history), please let us know. This often speeds up the process.
- Format: You can choose to simply view your records at the surgery by appointment or receive a permanent copy.
- Fees: In line with the law, there is no charge for your first request. However, the Practice reserves the right to charge a reasonable fee for subsequent requests or if a request is deemed clearly unfounded or excessive.
Timescales for Response
We work hard to provide your information as quickly as possible.
- Standard Requests: Information is usually available within 1 month once we have verified your identity and consent.
- Complex Requests: If your records are extensive, we may extend this period by a further two months. We will always keep you informed if an extension is necessary.
Identity and Security
To ensure your private data is never released to the wrong person, we require two forms of identity (one of which must be photographic) before we can process your request.
| Type of Application | Identification Required |
|---|---|
| Applying for yourself | One photographic ID (e.g. Passport) and one proof of address. |
| Third Party (e.g. Solicitor) | Photographic ID of the representative and written consent from the patient. |
| Applying for a child | The child’s birth certificate and photographic ID of the person with parental rights. |
Children’s Privacy and Consent
In Scotland, the law (Age of Legal Capacity (Scotland) Act 1991) presumes that children aged 12 and over have the capacity to make their own decisions about their health records.
- Consent: We cannot discuss clinical information or release records to parents of children aged 12 and over without the child’s explicit consent.
- Confidentiality: GPs may speak with a child privately to ensure they are making their own decisions freely.
- Parental Requests: If you are a parent requesting access for a child aged 12–15, we will always seek the child’s permission before proceeding.
Power of Attorney and Incapacity
If a patient lacks the capacity to manage their own affairs, a Welfare Attorney or a Guardian appointed under the Adults with Incapacity (Scotland) Act 2000 may apply for access. We will require a certified copy of the Power of Attorney document registered with the Office of the Public Guardian (Scotland).
Deceased Patient Records
Access to the records of someone who has died is governed by the Access to Health Records Act 1990. Usually, only the Executor of the will or the Personal Representative has a legal right to access these notes.
Further Support
For more information on how the NHS handles your data, or to understand your rights in more detail, please visit NHS Inform or the Information Commissioner’s Office.