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Access to your Medical Records

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:

Write to:

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

Telephone:

(01904) 725680

Email:   

subjectaccessrequests@york.nhs.uk


To access records from Scarborough, Bridlington & Malton Hospitals:

Write to:

Subject Access Team

Medical Records Department
Scarborough Hospital

Woodlands Drive
Scarborough
YO12 6QL

Telephone:

(01723) 712369

Email:

sghsubjectaccessrequests@york.nhs.uk


Access to casenotes 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.

In addition, 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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