Patient record requests

We are currently experiencing delays in processing requests for medical records. We are working to respond to requests as quickly as possible. 

Providing clear and specific information about the records you require can help us identify the relevant information and process your request more efficiently. 

Where possible, please tell us:

• What your request relates to, for example, a particular treatment, diagnosis, complaint or episode of care; 

• The dates, or approximate dates of the treatment or care you are interested in; 

• The hospital, service, clinic, ward or department involved; 

• The name of the consultant, doctor or clinical team, if known; 

• Whether you require information that may be held outside your clinical record.  However, if you only require information about a particular matter, providing the details above may help us carry out a more targeted search and respond more quickly. 

Artificial Intelligence (AI) tools 

You do not need to use Artificial Intelligence (AI) tools to prepare a Subject Access Request. We recommend describing the information you require clearly in your own words.

AI-generated requests can sometimes refer to records or information that may not exist or make a request broader and more complex than intended. A clear and specific description of the information you require will usually help us identify the relevant records more efficiently.

Requests concerning access to your health record 

The Subject Access Request process provides you with access to your personal information. The Trust does not provide an access audit or carry out an investigation into staff access to your record as part of a routine request for copies of your health records. 

Electronic health records may legitimately be accessed by a range of staff who are involved in providing or supporting your care. An entry in a system audit trail does not, by itself, show whether a member of staff had an appropriate reason to access a record. Establishing this may require a separate investigation into the circumstances of the access. 

If you have a specific concern that your health record may have been accessed inappropriately, please contact the Information Governance Team. Please provide as much information as possible, including: 

• the name of the person you are concerned about, if known; 

• the approximate date or period of the suspected access; 

• the reason for your concern; and 

• any relevant treatment, attendance or episode of care. 

The Information Governance Team will consider the information provided and determine what enquiries are appropriate. 

Email: yhs-tr.Information.Governance@nhs.net 

Under the Data Protection legislation you have a right to access your medical records (these are known as subject access requests).

If you wish to access your records or have copies supplied, you can apply either by writing, emailing, telephoning or by downloading the application form: accessing your health records - guidance for patients.

To access record from York, Scarborough, Bridlington and Malton hospitals, write to:

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

Call: 01904 725680
Email: yhs-tr.subjectaccessrequests@nhs.net

Yes. Examples of the documents we accept are copies of:

• Birth certificates
• Driving licences
• Passports, marriage certificates
• Civil partnership certificates

In case of solicitors applying for health records on your behalf, we accept a signed authority countersigned by your solicitors.

Failure to provide evidence of identification will mean we cannot process your application.

Access can be refused, or limited access applied if:

• Your records contain information about someone else
• If receiving the records could cause you physical or mental harm
• If you are requesting information on behalf of someone else and there is a duty of confidence or that person has not consented to you seeing the records

Once we have received your completed application and verified your identification, we will process this, usually within one calendar month.  If it is likely the request will take longer we will contact you.

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

If you wish to access health 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 applying for access to the health records of a person who has died.

You will need to provide proof of your right to access these records this can include, a copy of death certificate with either a copy of the will or grant of probate.  If no will exists and the deceased died intestate, then the closest 'next of kin' can apply, through a solicitor, for a Letter of Administration to handle the deceased’s affairs.

Requests can be refused if:

• The records contain information about someone else
• If receiving the records could cause you physical or mental harm
• If it was made clear by the deceased that the records should be kept confidential