How to obtain personal information including health records from NHS Wales organisations
The Data Protection Act 1998 gives individuals the right to know what information is held about them and what it is used for. It also gives individuals the right to access their health record, however access to the records of deceased patients are regulated by the Access to Health Records Act 1990.
If you wish to access your personal information, or the health record of a deceased person you will need to put your request in writing. To assist NHS Wales in complying with your request, please:
· Be specific – help identify the exact information you require, for example, do you require information regarding your NHS Wales staff record, health record or the health record of another person. If possible please provide any reference numbers that can be used, such as staff number or patient number and also specific periods of time or treatments which you require access to;
· Provide proof of your identity – for example, a passport, driver’s licence, or birth certificate together with other relevant information which can confirm your address, e.g. a utility bill;
· Provide proof of relationship – if the information is regarding another person please provide proof of relationship and any necessary written consent. You will also need to state the reason why you require the information if the person is deceased;
· Provide your contact details – your correspondence address and telephone number should you need to be contacted to discuss your request further.
NHS Wales is permitted to charge a fee of up to £50 for copies of personal information.
Personal information – not health records
If you require access to your personal information not contained within a health record, you should apply in writing to The Data Protection Officer at the NHS Wales organisation which you believe holds your personal information.
Hospital Health Records
If you require access to health records created within a hospital, you should apply in writing to the hospital which provided your treatment.
GP Health Records relating to living patients
If you require access to your health record created by a GP and are currently registered with a GP, you will need to contact your GP direct for a copy of your health record.
If you are not currently registered with a GP in the UK, for example; if you are overseas, in the armed forces or currently imprisoned, your GP health record will stored by the NHS Wales Shared Services Partnership, therefore you will need to contact their local office.
GP Health Records relating to deceased patients
When a patient dies their GP health record is stored by the NHS Wales Shared Services Partnership, therefore you will need to contact their local office.
Further Information
Further details regarding the processing of your personal information are available on the Information Commissioner’s website.