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Data Protection and GDPR

The General Data Protection Regulation 2018 gives patients the right to apply for access to their medical records (these are known as subject access requests).

If you wish to view your records or have copies supplied, you can apply either by writing, email, or telephone or by downloading the application form from here.


To access records from York Hospital

Subject Access Team
Health Records Department
York Hospital
Wigginton Road
York
YO31 8HE

(01904) 725680
subjectaccessrequests@york.nhs.uk


To access records from Scarborough, Bridlington and Malton hospitals

Subject Access Team
Medical Records Department
Scarborough Hospital
Woodlands Drive
Scarborough
YO12 6QL

(01723) 342369 / (01723) 342088
sghsubjectaccessrequests@york.nhs.uk


Access to case notes for deceased patients

If you wish to access medical records for a patient who is deceased then these applications are made under the terms of the Access to Health Records Act 1990.  You can apply either by writing, email or telephone to the same Subject Access Team as outlined above.  Alternatively, you can download the application form from here.


Can access be refused?

There are sometimes circumstances when access can be refused:

  • Where disclosing the personal data would reveal information which relates to and identifies another person, unless that person has consented to the disclosure
  • Where permitting access to the data would be likely to cause serious harm to the physical or mental health or condition of the data subject or any other person
  • Where the request for access is made by another on behalf of the data subject, such as a parent or child, access can be refused if the data subject had either provided the information in the expectation it would not be disclosed to the applicant, or had indicated it should not be disclosed. Equally, if the data was obtained as a result of any examination or investigation to which the data subject was subject to, and consented to, on the basis that the information would not be disclosed.

What charges are made?

Under the General Data Protection Regulation 2018 no charges will be made unless requests are excessive or additional copies are required.


How long will my application take?

Once we have received your completed application, we will process this, usually within the prescribed timescale of 30 calendar days.  In exceptional circumstances the request can sometimes take longer, however, in this instance we would contact you to advise you accordingly.

Our Subject Access teams are happy to help if you have any problems or queries in respect of making an application.


Data Protection Impact Assessment (DPIA)

A Data Protection Impact Assessment (DPIA) is a process to help an organisation identify and minimise the data protection risks of a project, especially for processing that is likely to result in a high risk to individuals.

To assess the level of risk, both the likelihood and the severity of any impact on individuals must be considered.  High risk could result from either a high probability of some harm, or a lower possibility of serious harm.  It is also good practice to do a DPIA for any other major project which requires the processing of personal data, sometimes it is a mandatory data protection requirement.

The DPIA must:

  • describe the nature, scope, context and purposes of the processing;
  • assess necessity, proportionality and compliance measures;
  • identify and assess risks to individuals; and
  • identify any additional measures to mitigate those risks.

At York Teaching Hospitals NHS Foundation Trust we work closely with suppliers and colleagues across the Trust to ensure that this GDPR obligation is carried out, recorded and regularly reviewed.


If you would like a copy of a Data Privacy Impact Assessment please contact the Information Governance Team on (01904) 726201 or by email at: InformationGovernanceTeam@York.nhs.uk

For answers to frequently asked questions about all aspects of access to medical records, you can visit the Information Commissioner's website.

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Blood taking, York Hospital

Due to COVID-19, from Monday 6 April the Phlebotomy service at York Hospital outpatient department will be closed until further notice.

We will continue to offer a blood taking services for patients who have urgent bloods requests only, at the nearby Nuffield Hospital. The urgency will have been identified during your medical appointment. Please access the Nuffield Hospital via the main reception and from there you will be directed to Phlebotomy. Please take a seat and wait to be called.

Patients who have routine blood test for yearly check-ups should not attend. Instead, please contact your GP to request an appointment at the GP surgery for your bloods to be taken.


Maternity services

If you are due to have a baby, please visit our website for up to date information about maternity services at this time https://bit.ly/39ANleP


Haematology and Oncology services

With effect from Monday 6 April there will be temporary changes to the Haematology and Oncology services at Scarborough and York Hospital.  These decision have been made on the grounds of patient safety in the current coronavirus pandemic.  Find out more here.


Visiting cancelled

Due to the increasing number of cases of coronavirus across the UK, York Teaching Hospital NHS Foundation Trust has made the decision to cancel all visiting to all its hospital sites in order to ensure the safety of patients and staff.

There are three exemptions to the ruling which are for one parent of a sick child under 18, for the partner of a woman giving birth and end of life patients at the discretion of the ward sister.

We would ask people to respect this decision and to treat our staff, who will be enforcing the visiting restrictions, with courtesy and respect.  For more information visit our website.


Outpatient appointments

We know that NHS services will come under intense pressure as the coronavirus spreads, and as a Trust we need to redirect staff, free up staff for refresher training and carry out any works as necessary, so we are able to maximise capacity for patients for when the number of infections peak.  We also need to reduce the number of people coming into our hospitals to protect our patients, as well as keeping our staff safe, well and able to come into work.

To do this, with effect from Tuesday 24 March 2020, along with other trusts in the Humber Coast and Vale partnerships, we have made the collective decision to suspend all non-urgent routine outpatient appointments for at least three months.  Urgent and emergency cases and cancer appointments will be carrying on as normal.

These are unprecedented times and we thank you for your understanding.  We know many people waiting for treatment will be disappointed or worried but please not contact the hospital as we will be contacting everyone directly affected in the coming days and weeks.

If you do not receive a letter or a phone call from the hospital, please turn up for your scheduled appointment as normal unless you have symptoms of coronavirus, a cold, flu or norovirus in which case you should contact us to cancel your appointment by clicking here.