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How to access your medical 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 2018 and the General Data Protection Regulation 2016.


How to request your records

We now have a secure electronic method for requesting records. Please have picture ID e.g. passport or driving licence and a proof of address on an official letter, ready to upload on the form. To make your request please follow the link:   

Chose “Don’t have an account? Sign up”, then you can either: register on the site or enter as a guest. Then chose the most appropriate on-line application form.

You have a right to ask for a copy of information held about you, the main information we hold will be the medical records and radiology images (which are supplied on disc, currently). Each hospital/ GP or other health organisation holds their own records, so we do not hold all NHS records. There is further advice on the site page about requesting the records of someone you care for or for someone who has died.

If you have  problem with accessing the on-line form, please give the Access Team a call on 01604 544776.

Your Subject Access Request (SAR) will be dealt with under the terms of the Data Protection Act 2018 and the General Data Protection Regulation 2016 and the Access To Health Records Act 2018.



We would need to confirm your identity and details of what you require and we have one calendar month in which to respond to your request. There is no charge for this service. An extension of a further two months can be granted for requests which are “complex or numerous”. We will let you know if this is the case within one month.


Exceptions to access

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

  • 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 person you care for

You can apply to access the records of your child if they are under the age of 13 years. Children of 13 years and over can request their own records or they can give consent for their parents to do so. 

If the person whose records you wish to request lacks capacity and you are acting for them, you may be granted access to relevant records if you hold a power of attorney for health and welfare, or in certain circumstances for property and affairs. The application form for requesting on behalf of others is available on the link above.


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. The personal representative, that is the executor or administrator of the deceased patient has a right to access records under this Act. A person who has a claim arising from a patient's death may be granted access to the records depending on the reason the records are required. To access the health / medical records of a deceased person under the Access to Health Records Act 1990. An application form for requesting the records of a deceased person is available on the link 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 Officer will be able to resolve any concerns that you have at the time they arise.



Data Protection Officer
Data Quality, Security and Protection Team
Northampton General Hospital NHS Trust

Tel:  01604 523224


For more information about access to personal information and your rights under the Data Protection Act 2018, please see: The Data Protection Act

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