Access to Medical Records

 

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Patient Access

With Patient Access you can use the internet to book appointments with your GP, request repeat prescriptions for regular medications and view your summary medical record online.  You may now apply for access to your detailed coded medical record online which includes the information from your summary medical record as well as additional information agreed with your doctor.  These requests are considered on a case-by-case basis and where agreed may take 4 - 6 weeks to process.

Being able to see either your summary medical record or your detailed coded record online may help you to manage your medical conditions. It also means that you can access it from anywhere in the world should you require medical treatment on holiday.  For legal reasons, online access to detailed coded medical records is only available to patients over 16 years of age.

You can apply to access for your records by completing our application form which is available at reception. You will need to complete this form and bring it to reception, and you must also bring photo ID and proof of address.

Our reception staff will photocopy this information and pass to our Administration Team who will process your request within 3 working days. If you would like more information on this service, please contact us via our online form or the usual practice phone number.  

Once signed up you can access the online system.

 

Subject Access Requests

In addition, you can make a request to be provided with copies of your record. This is known as a Subject Access Request.  Complete a Subject Access Request via our online form.

Requesting Access to Your Personal Information (Subject Access Request)

Under data protection laws, you have the right to request access to the personal information we hold about you. This is known as a Subject Access Request (SAR).

To make a SAR, please visit our Contact Us page and complete the form, selecting "Non-Medical Request" as the reason for your enquiry. This helps us direct your request to the appropriate team quickly and securely.

Once we receive your request, we will respond within the timeframes set out by law. If we need any additional information to verify your identity or clarify your request, we will contact you directly.

If you have any questions about the process, feel free to reach out through the same form.

For more information please visit the Invicta Health CIC – Accessing your medical records.

 

Accessing Your Personal Information (Subject Access Request)

Your Rights Under Data Protection Law

Under the General Data Protection Regulation (GDPR), you have the right to access the personal data we hold about you. This includes:

  • Confirmation that your data is being processed
  • Access to your personal data
  • Access to any additional information we hold about you
 

Ways to Access Your Information

Online Patient Access

Since April 2016, GP practices have been required to offer patients online access to their health records. This allows you to view coded information in your medical record. To activate this service, you’ll need to visit the practice in person and complete an identity check.

Subject Access Request (SAR)

You can also request a copy of your full medical record by submitting a Subject Access Request. This can be done by:

  • Completing the form on our Contact Us page (select "Non-Medical Request")
  • Submitting a paper form (available on request)
  • Sending your request by post or delivering it in person

Please refer to the contact details at the bottom of the form to ensure it reaches the correct team (e.g., your GP practice).

Fees and Format

Subject Access Requests are generally free of charge. However, a reasonable fee may apply if the request is excessive or requires a large amount of administrative work. If you choose to collect them in person, you’ll be asked to complete a collection form.

How Long Will It Take?

We aim to process all requests within one calendar month. However, for ‘complex requests’ or if multiple requests are made, the response time can be extended to up to three calendar months.

Important Notes

In certain situations, we may withhold parts of your record if sharing the information could cause serious harm or distress to you or someone else.

Data Controller

Invicta Health CIC is the Data Controller of the information.

Data Protection Officers (DPOs):

  • For Invicta Health Head Office and Non-Practice Services
  • For GP Practices

If you wish to speak to a Data Protection Officer, please use the Contact Us page and select "Freedom of Information (FOI) and Corporate Queries" to submit your enquiry.

For questions about accessing your medical records, please directly contact your practice by using their respective Contact Us page and selecting ‘Non-medical contact’.

Our Commitment to Data Security

As a provider of care, we are committed to maintaining high standards of data security and confidentiality, and we demonstrate this by completing and meeting the requirements of the Data Security and Protection (DSP) Toolkit.

 

Things to consider:

If you print out any information from your record, it is your responsibility to keep this secure.  If you are at all worried about keeping printed copies safe, we recommend that you do not make copies at all. 

If you notice information on your record which you feel is inaccurate, or is not about you, please contact the surgery as soon as possible by using either: 

You may have forgotten something in your record that you might find upsetting or perhaps difficult to understand – this may occur before you have spoken to your doctor or while the surgery is closed, and you are not able to contact us. If you require further clarification, please contact the surgery for a clearer explanation.

If you know or suspect that your record has been accessed by someone that you have not agreed should see it, then you should change your password immediately. If you are unable to do this for some reason, we recommend that you contact the practice so we can remove online access until you are able to reset your password.

If you think you may be pressured into revealing details from your patient record to someone else against your will, it is best that you do not register for access at this time.

Please note that the practice has the right to remove online access to services for anyone that doesn’t use them responsibly.