Accessing Your Patient Records
Subject Access Requests
Patients have the right to request access to the personal information and clinical records held about them by Hollybush Clinic.
A request for your personal information is known as a Subject Access Request (SAR).
You can make a request verbally or in writing. You do not have to use a particular form or use the words “Subject Access Request”. However, we provide an optional Patient Records / Subject Access Request Form which you can download and complete if you prefer.
How to make a request
You can request access to all of your records or ask for particular information, for example:
your complete clinical record;
clinical notes from a particular period;
correspondence or reports; or
other personal information held about you.
Requests can be made in person, by telephone, by email or in writing.
Email: info@hollybushclinicwgc.co.uk
Post:
Practice Manager
Hollybush Clinic WGC LTD
160 Hollybush Lane
Welwyn Garden City
AL7 4JU
Alternatively, you can download and complete our Patient Records / Subject Access Request Form.
Confirming your identity
Patient records contain confidential health information. Before releasing records, we must be satisfied that we are providing the information to the correct person.
Where your identity is already clear, we will not normally ask you to provide additional identification. If we have reasonable doubt about your identity, we may ask for appropriate identification. Any identification requested will be reasonable and proportionate.
If someone is making a request on your behalf, we may also need evidence that they have your authority to receive the information.
How long will it take?
We will respond to a Subject Access Request without undue delay and normally within one month.
Where we reasonably require further information to confirm your identity or the authority of someone acting on your behalf, the applicable response period will begin once we have received that information.
If we reasonably need clarification about the personal information you are asking for, we may ask you for further information. Under current ICO guidance, the response period may be paused while we wait for necessary clarification about the scope of the information requested.
For particularly complex requests, or where you have made a number of requests, we may extend the response period by up to a further two months. If this is necessary, we will let you know within the initial one-month period and explain the reason for the extension.
Is there a charge?
There is normally no charge for accessing your personal information.
In limited circumstances permitted by data protection law, such as where a request is manifestly unfounded or excessive or where further copies of information already provided are requested, a reasonable administrative fee may apply.
Reviewing and providing your records
Before records are released, we will review the information to ensure that it relates to your request and to consider whether it contains information about another person or information to which a legal exemption or restriction applies.
Your information will be provided in a clear and accessible format using an appropriate secure method.
Keeping your information confidential
All requests for patient records are handled confidentially.
We keep a record of requests received, including when the request was made, any necessary identity or authority checks, what information was provided and when and how it was supplied.
The Practice Manager is responsible for overseeing requests for access to patient records and ensuring that they are handled appropriately and within the required timeframe.
Download the request form
If you would prefer to make your request using a form, please download and complete our Patient Records / Subject Access Request Form.
Please note: completing this form is optional. You can still make a Subject Access Request verbally or in writing without using the form.