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Access to Health Records Requests

Data Protection legislation gives individuals the right to access to health records.  Hospitals are allowed 1 calendar month from receiving a request to provide copies of the medical records requested (with the exception of deceased patient records which remains at 40 calendar days). For further information please see the following link to the Information Commissioner’s site https://ico.org.uk/for-the-public/personal-information/

Applying for Access to Health Records

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 complete the following application form, which will need to be sent to our Access to Health Records Service.  You can either complete the form electronically by using the E-Form or handwrite your request using the printable version of the form.

Access To Health Record Application Form - E-Form

Access To Health Record Application Form - Printable Form

Access To Health Record Application Form - E-Form (Welsh)

Access To Health Record Application Form - Printable Form (Welsh)

On completing the application form please:

Be specific – help us identify the exact information you require, for example, do you require your health record or the health record of another person.  If possible 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, driver’s license, 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 consent.  You will also need to state the reason why you require the information if the person is deceased;

And provide your contact details – your correspondence address and telephone number should you need to be contacted to discuss your request further.

If you would like more information please see the Notes for Applicants guidance page at the back of the Application Form for your reference.  Alternatively please contact our Access to Health Records Service, where a member of the team will be happy to help you with any queries you may have.

Contact Details

You can contact/ send your completed Application From to you our Access to Health Records Service at:

Access to Health Records Service,

Llandudno General Hospital,

Hospital Road, Llandudno,

Conwy, LL30 1LB

Telephone: 03000 852100     Email: BCU.ATHRService@wales.nhs.uk

However if you require access to information not contained within your Hospital records, you will need to contact the following services:

  • If you require personal information, not contained within a health record please apply in writing to the Information Governance Department

  • If you require GP Health Records, you will need to contact your GP Surgery direct for a copy of your health record.

  • Or where the request 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 300370    Email: nwssp-primarycareservices@wales.nhs.uk.