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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

You have a right to ask for a copy of all your health records. Each hospital holds their own records and we can only supply records about your care at this hospital.  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.


Your application should:

  • Include a name and address for correspondence and your date of birth
  • Describe the information that you are requesting, giving us enough detail about the information to allow us to correctly identify and find it
  • We will need to see a picture ID e.g. passport or driving licence before confidential information can be released


Requests should be made to:

The Access Office
Medical Records
Northampton General Hospital NHS Trust

 By email:

Tel: (01604) 544776 or 523392

Our office hours are 8:30am  to 4pm Monday to Friday (excluding bank holidays)


Further information and  application forms:

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



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. The information sheet and application form will help you with this process.

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. Please see the information sheet and access form for further details.


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 please contact the Access Team, details as 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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