The UKGDPR and Data Protection Act 2018 gives you a statutory right of access to your personal records both paper or compute). In certain circumstances your records or part of your records may be withheld under the terms of the Act, but if that is the case this will be discussed with you.

• You may wish to authorise someone else to make an application on your behalf.

• If you have parental responsibilities, you may make an application to see your child’s notes.

Applicants' details

To help us identify you or the person you are requesting records on behalf of we will need:

  • full name
  • date of birth
  • current address and if you have moved recently your previous address
  • NHS Number if known
  • if requesting on behalf of a child or a third party, we will require details of your relationship to the child or third party, proof of parental relationship and or relationship to the third party (carer, friend etc) a signed letter of consent for a child over 13 and any adult where they a have capacity to make the decision to request you to ask on their behalf. Where the child is under 13 proofs of parental authority or guardianship will be required.

Proof of Identity

You must provide one form of identification. These may be:

• Birth Certificate

• Passport

• Driving licence

• Medical Card

• Staff ID badge (for members of staff only)

In addition, proof of address must be provided e.g. bank statement, utility bill, Tax certificate.

If you wish to have information sent out to you, photocopies of identification information may be sent to the Trust either by email to dhc.sar.enquiries@nhs.net  or by post to:

Medical Records,

Sentinel House,

Nuffield Road,

Poole BH17 0RB.

Health Records

If you wish to learn more about your health care, you can discuss this with health service staff during your consultation or treatment and you can ask to see your health records at that time. However, in order to benefit from the full provisions of the UKGDPR and the Data Protection Act 2018 a formal request for a Subject Access Request is necessary.

Description of the information you require

You do not have to give a reason for applying for access to your personal information. However, if you could please provide as much information as possible, it will help us to find your details with the minimum of delay. Please describe what information you require this could be your complete record or a specific record for a service you were under or a single visit to one of our hospitals. Please provide as much detail as possible to help us find the right record you require:

  • Date from and to if known for the period you require
  • What service or site you went to or were under, i.e. Weymouth MSK
  • If a specific incident i.e. a trip to a minor injuries’ unit for what reason i.e. broken finger
  • If you want a copy of results of a scan or test please describe which one

While you are entitled under UKGDPR to receive all the data we hold about you, you may wish only to receive information relating to one or more specific time periods, or services you were under. If this is the case please specify that information in your request.

Fees payable

Under UKGDPR, the Trust does not charge a fee for subject access requests unless a request is unfounded or excessive, particularly if it is repetitive. In that case, a reasonable fee may be charged. The Trust reserves the right to decline repetitive and vexatious requests under the Act.

Timescale

The Trust has one calendar month to respond to your request. However, we will endeavour to deal with your request promptly and meet the 21-calendar day target set out in NHS guidelines. If we encounter any difficulties in locating or processing your data we will keep you informed of our progress.

Complaints

If you wish to complain about any aspect of the manner in which your access request was handled, in the first instance you should submit your complaint in writing to:

Complaints Department

Dorset HealthCare University NHS Foundation Trust

Trust Headquarters

Sentinel House

Nuffield Road

Poole

Dorset BH17 0RB.

Your complaint will be dealt with through the NHS Complaints Procedure. If you are still not satisfied with the response you receive, you may refer your complaint to an independent arbiter such as the Health Service Commissioner or the Information Commissioner.