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Access to Health Records

Please be advised this is page is dedicated to applying for access to health records held by BCUHB in line with the Data Protection and Access to Health Records Act.  If you require access to health records as part of a potential negligence claim, your NHS GP records or non-health related records held by BCUHB please see contact information at the bottom of page.

Applying for access to health records

The Data Protection Legislation gives individuals the right to access copies of their personal data which is held by an organisation. Health Boards are allowed one calendar month from receiving a request to provide copies of health records (with the exception of deceased patient records which remains at 40 calendar days). 

For further information please see the Information Commissioner’s site who are the regulatory authority for Data Protection.

If you wish to access your health record, a record on behalf of someone else or a person who is deceased, it would be helpful if you could please ensure the correct application form is selected from the list below.  This will help the Access to Health Records Team process your request effectively.

Requests are managed electronically by our dedicated Access to Health Records Team and once complete, applicants will receive a response to their request via secure email.

 

Requesting access to your own health records

If you would like access to your health records, please make your request digitally using our online form. 

On completing the application form please:

  • Be specific – help us identify the exact information you require, for example, please provide any reference numbers that can be used, such as a patient number and also any specific periods of time or treatments which you require access to;
  • Provide proof of your identity – for example, a passport or driver’s license, together with other relevant information which can confirm your address, e.g. a utility bill;
  • Provide your contact details – your contact details such as email, postal address and telephone number should you need to be contacted to discuss your request further.

 

Requesting access to the health records of another person (Living Person)

If you are helping someone apply for access to their own health records please make your request digitally using our online form. 

On completing the application form please:

  • Be specific – help us identify the exact information you require, for example, please provide any reference numbers that can be used, such as a patient number and also any specific periods of time or treatments which you require access to;
  • Provide proof of your identity – for example, a passport or driver’s license, together with other relevant information which can confirm your address, e.g. a utility bill;
  • Provide proof of relationship – if requesting on behalf of another person please provide written consent from the patient or in absence of this, proof of relationship e.g. Power of Attorney;
  • Provide your contact details – your contact details such as email, postal address and telephone number should you need to be contacted to discuss your request further.

 

Requesting access to the health records of another person (Deceased Individual)

If you are applying for access to the health records of individual who is deceased, please make your request digitally using our online form. 

On completing the application form please:

  • Be specific – help us identify the exact information you require, for example, please provide any reference numbers that can be used, such as a patient number and also any specific periods of time or treatments which you require access to;
  • Provide proof of your identity – for example, a passport or driver’s license, together with other relevant information which can confirm your address, e.g. a utility bill;
  • Provide proof of relationship – for example, copy of the will confirming you are Executor.
  • Provide your contact details – your contact details such as email, postal address and telephone number should you need to be contacted to discuss your request further.

 

Requesting access to the health records of another person (Organisations)

If you are a third party and have a lawful basis for requesting access to health records of an individual, please make your request digitally using the relevant online form below. 

Requesting access to the health records (Living Person)

Requesting access to the health records (Deceased Individual)

 

Individual Rights Request

The Data Protection Legislation also gives individuals the right to have inaccurate personal data rectified, or completed if it is incomplete and Health Boards are allowed one calendar month from receiving a request to respond.

For further information please see the Information Commissioner’s site who are the regulatory authority for Data Protection.

 

Request the Rectification of your Personal Data 

If you feel any of the personal data held in your health records is inaccurate, you can submit a request for rectification by completing our online form. This will help the Access to Health Records Team process your request effectively.

 

Contact Details

You can contact our Access to Health Records Team on the following details.  Our offices are open between 9am and 5pm, Monday to Friday.

Access to Health Records Service, 

Llandudno General Hospital, Hospital Road,

Llandudno, Conwy, LL30 1LB

Telephone: 03000 852100   

 

If you do not wish to submit your request for access to the health records via the online form, you can submit your request directly to us by email at; BCU.ATHRSAR@wales.nhs.uk.  Please note that this is for submission of new requests only and if you wish to speak to a member of the team regarding any queries you may have, please contact us on the above telephone number or alternatively by responding to any correspondence we submit to you via the new system, which includes your individual case reference.  This is to ensure your query related to your case, is automatically allocated to your assigned case handler to action.

 

Further Assistance

 

Is your request related to a potential negligence claim?

If your request is related to a potential negligence claim against the Health Board, these request for records are managed by the Health Board's Claims Team and the relevant site office can be contacted on the following email address:

BCU.CorporateClaimsEast@wales.nhs.uk

BCU.CorporateClaimsCentral@wales.nhs.uk

BCU.CorporateClaimsWest@wales.nhs.uk

 

Is your request for your NHS GP Health Records?

If you require a copy of your GP Health Records, you will need to contact your GP Surgery directly for processing or alternatively if it is for a copy of a GP health record relating to a deceased individual please send your application/request to:

Cwmbran House, Mamhilad Park Estate,

Pontypool NP4 0XS 

Telephone: 01495 300730   Email: nwssp-primarycareservices@wales.nhs.uk

 

Is your request for non-health related records held by BCUHB?

All non-health related subject access requests are managed by the Information Governance Team.  If you require a copy of any non-health related information BCUHB holds on an individual please visit their webpage here.