Accessing your health records

The Data Protection Act 1998 gives you the right to access information that Nottingham CityCare holds about you. This is known as a subject access request. The Access to Health Records Act 1990 gives rights to some individuals to access records for deceased patients – please see ‘Who can apply to access records?’ below for details.

Your rights in relation to your health records are fully described in the NHS Constitution (you can find it online here: http://www.nhs.uk/choiceintheNHS/Rightsandpledges/NHSConstitution/Pages/Overview.aspx) and the Care Record Guarantee, available here: http://systems.hscic.gov.uk/rasmartcards/documents/crg.pdf.

You can find out more about how CityCare uses your health records on our website, see here for more information.

Please note that we can only provide you with records relating to CityCare services, care and treatment. If you want access to GP or hospital or other provider records please contact the organisations concerned for assistance.

Who can apply to access health records?

  1. the patient.
  2. anyone who has the patient’s written permission, for example, a relative or legal representative.
  3. a parent or guardian of a person under 16. If a child is considered capable of making decisions about his/her medical treatment, the child’s permission must be provided before a person with parental responsibility can be given access.
  4. a court appointed representative of someone who is unable to manage their own affairs.
  5. where the patient has died, the executor as named on the will or anyone having a claim resulting from the death may apply to see the records or part of them. We do still have a duty of confidentiality to people who have passed away and may not be able to disclose records if the patient asked for access to be restricted after their death.

Can I see all of my health records?

  • a Health Care Professional can restrict access to information which may cause serious harm to your mental or physical health.
  • old records may have been destroyed in accordance with NHS-recommended policy on how long records should be kept. Please contact us for advice if the latest date that you or the patient received care was 10 years ago or more.
  • records which identify or relate to another person (“third party information”) may be redacted (blacked out or removed from the patient’s record before access is granted).

How can I apply to access my health records?

If you would like to see your records, you can ask your health professional for an appointment to do this.

If you would like copies of your records, your request must be in writing and there is a fee. Records will be sent to you by recorded delivery. You can write us a letter, or use the access your health records application form, whichever is easier for you. You will need to send supporting documentation, please see the form guidance for full details.

If you are applying for access to records for another patient you will need to provide additional information, for example, their permission – please see the application form guidance for full details.

How much will it cost?

The fee for copies of records from our electronic records system is £10.00. Copies of photographs, audio files or video files will incur additional charges, limited to the cost to us of making the copy, or £50, whichever is lowest. You do not have to send payment with your application, we can ask you for this later.

Please send cheques or postal orders payable to Nottingham CityCare Partnership. Please do not send cash.

What if I want a letter or report or statement based on information in my records, not copies of the records themselves?

Please contact us for advice if you require any other information relating to your records, for example, letters to give to other public authorities or your workplace.

What will happen after I apply?

When we receive an application:

  • We check that the person applying has authority to access the records.
  • We ask the service to obtain copies of the records and approve for release. Wherever possible, your request will be passed to the person who provided your care.

We aim to make your records available to you within 40 days of receiving your fully completed. Records will be posted by recorded delivery.

Can I have my records emailed to me?

Please be aware that although NHS email is secure, other emails are not, unless you register for the secure NHSMail service. If you would like your records emailed to you, please contact us for details of this service.

Who do I contact if I have any questions?

If you have any questions you can contact the Access to Health Records team on 0115 883 9654 (CityCare enquiries number).

Access to Health Records
Rm 44 New Brook House
385 Alfreton Road
Nottingham
NG7 5LR

Email: CityCareIG@nhs.net