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Access to personal information – Health Records

Information about your personal treatment and care is confidential and will normally be something you will discuss with the healthcare professionals you meet.

All patients have the right to see their own health records under the Data Protection Act. You may request a copy of your records, subject to payment of a fee.

If you want to have access to your medical/health records only then this is called a Subject Access Request under the Data Protection Act 1998 and you should make a request for access to your records in writing

  • Include a name and address for correspondence
  • Describe the information that you are requesting, giving us enough detail about the information to allow us to correctly identify and find it

Requests should be sent to:

The Health Records Manager

Northampton General Hospital NHS Trust





Tel: 01604 545505

We would need to confirm your identity and details of what you want and we have 40 days to respond with the information but aim to do so in 20 days. 

For providing copies of the medical record there is a maximum charge of £50.  On receipt of the form the appropriate charge will be advised to the requester and payment should be made prior to the application being processed. There is an administration fee (maximum £10) for providing information held electronically or to view the record.

If you become aware of any incorrect information that we are holding about you, then you have the right to request that this information be changed or erased.

A leaflet outlining how your information is used by the Trust is available below.

Leaflet: Northampton General Hospital NHS Trust’s Information Held About You – Your Rights


Exceptions to access

The Trust has the right to deny access to a patient's health records if one of the following conditions applies:

  • If in the Trust's opinion, based on the assessment of the healthcare professional in charge of the care, access would disclose information likely to cause serious harm to the physical or mental health or condition of the patient or to any other person.
  • If giving access would disclose information which would identify information provided by or about a third party (this does not apply if the individual concerned has given their consent).

Access to the health / medical records of a deceased person

Limited rights of access to the health / medical records of a deceased person are given under the Access to Health Records Act 1990.

In addition, personal representatives of deceased patients and any person who has a claim arising from a patient's death may have access to the records under the Access to Health Records Act 1990.

To access the health / medical records of a deceased person under the Access to Health Records Act 1990 please write to the Health Records Manager at the Address shown above.

Accessing Health Records - Complaints and review

The Trust is committed to providing you with an efficient and courteous service with regard to accessing health/medical records, but it is inevitable that things will go wrong occasionally. Let us know when this happens so that we can put matters right as soon as possible. In most cases the Data Protection & Confidentiality Manager will be able to resolve any concerns that you have at the time they arise.


Information Governance Manager

The Information Governance Department

Northampton General Hospital NHS Trust




Tel:  01604 523881

E-mail: dataprotectionact@ngh.nhs.uk

For more information about access to personal information and your rights under the Data Protection Act see:


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