Medical Records

Access to Records

Health records are private and confidential. You have the right to see your current health record, although some exceptions do exist (see below).

Access to your own health records is provided for in accordance with the Data Protection Act 2018 and General Data Protection Regulation (GDPR) 2018 and is known as a 'right of subject access'.  Applications to access health records of patients who have died are made under the Access to Health Records Act 1990.

Which records can be seen?

You can ask to see all or part of your written and computerised medical records made by doctors and other health professionals.  Normally, as a patient, you have the right to see all of your existing health record. You can also give consent for another person to access your records where they are acting on your behalf (e.g. a solicitor). There are however some exceptions when access may be restricted or denied:

  • When the record holder believes that providing access is likely to cause the patient, or another person, serious harm;
  • When the record relates to, or had been given by, someone other than a health professional involved in the patient's care, unless that person has given their consent for the information to be released;
  • When to do so would involve disproportionate effort;
  • When the record contains information the patient expressly stated must not be revealed.

Who can see a health record?

  • The person about whom the record has been made;
  • A representative, provided they have the patient's consent (this should be in writing);
  • A court appointed representative (who has Power of Attorney) of a patient who cannot handle their own affairs;
  • A personal representative or anyone with a claim arising from a patient's death may see the part of the record relating to the claim.

How can I get access to the records?

If you would like a copy of your records you must make a request to the Trust and we suggest using the form below.  This will allow us to confirm your identity and provide you with copies of the information you would like.

All records will be provided on an encrypted CD, please inform us if you do not have access to a computer and you require paper copies.

Access to Records Paperwork

The completed form, accompanied by copies of supporting identification, should be returned to the Corporate Affairs Team.  Once we have received your request we will provide you with a copy of your records within one month.

In the case of complex requests this deadline may be extended by up to two months.  If an extension is considered necessary then the requester will be advised without delay.

Is there a fee to pay?

The Trust may request a charge where a request is considered to be ‘manifestly unfounded or excessive’ or where further copies are requested.

Contact details

Corporate Affairs, Sheffield Health and Social Care NHS Foundation Trust, Fulwood House, Old Fulwood Road, Sheffield S10 3TH

Telephone: (0114) 2718956

E-mail: sct-ctr.accesstorecords@nhs.net