Accessing Your Medical Records

Your Right to Access Your Records

You have the right to see or get a copy of your medical records under the UK General Data Protection Regulation (GDPR). This includes electronic and paper records. Requests are usually processed within 28 days.

How to Make a Request

You can:

• Ask for your own records.
• Make a request if you're a parent or legal guardian of a child (under certain conditions).

To access someone else's records (such as a deceased person), you must be legally entitled (for example, as a personal representative or if you have a valid claim under the estate).

For Children and Young People

• Children aged 13 and over who are capable of understanding (known as "Gillick competent") can access their own records.
• Parents can request access to records for children under 13, but the Practice may still ask for the child’s agreement if appropriate.
• If both parents have legal responsibility, either can request access, but the Practice may inform both unless there’s a reason not to.

Request Refusals

Access may be refused if:

• Sharing the records could cause serious harm to your health or someone else’s.
• The information includes details about someone else who has not given consent.
• The patient (child or adult) asked for their information not to be shared with the person requesting it.

If access is refused, you’ll be told why, and you can raise a complaint or contact the Information Commissioner’s Office.

Amending Your Records

If you believe something in your records is wrong, you can:

• Speak to the doctor who recorded it.
• Make a formal complaint if it’s not resolved.
• Ask for incorrect information to be corrected or removed. The Practice will review and may add a note to your file explaining your concerns.

How We Provide Records

Records can be:

• Viewed via the NHS App (we can help you to set up your account)
• Provided as a printed copy if you do not have access to the Internet (one free copy; extra copies may have a cost).

Security and Confidentiality

• Records are only shared securely (by recorded delivery or encrypted email).
• We won’t give information over the phone unless it's another verified NHS professional.
• Requests from solicitors or the police require your written consent or a legal basis.

Requests from the Police or Courts

• Information may be shared with police only if there's a legal order or it's in the public interest (e.g. preventing a serious crime).
• Courts can also order access if it's needed for a case.

Living Abroad?

Even if you no longer live in the UK, you can still request your medical records from the time you were treated here.

Need Help?

If you're unsure how to request your records or need support, please contact our admin team at Woodlands Medical Practice. We're happy to help.