Access to your health records

Under the Data Protection legislation you have a right to access your health records (these are known as subject access requests).  If you wish to view your records or have copies supplied, you can apply by:

• Writing a letter
• Sending an email
• Telephone
• Download the application form: Accessing your health records: guidance for patients

To access records from York, Scarborough, Bridlington and Malton hospitals

Write to the Subject Access Team, Health Records Department, York Hospital, Wigginton Road, York, YO31 8HE
yhs-tr.subjectaccessrequests@nhs.net
(01904) 725680

Access to case notes for deceased patients

If you wish to access health records for a deceased patient, applications are made under the terms of the Access to Health Records Act 1990.  You can apply either by writing, email, or telephone to the same Subject Access Team as outlined above. Alternatively, you can download the case notes for deceased patients application form.

Can access be refused?

There are sometimes circumstances when access can be refused.

• Where disclosing the personal data would reveal information that relates to and identifies another person, unless that person has consented to the disclosure.
• Where permitting access to the data would be likely to cause serious harm to the physical or mental health or condition of the data subject or any other person.
• Where the request for access is made by another on behalf of the data subject, such as a parent or child, access can be refused if the data subject had either provided the information in the expectation it would not be disclosed to the applicant, or had indicated it should not be disclosed. Equally, if the data was obtained as a result of any examination or investigation to which the data subject was subject to, and consented to, on the basis that the information would not be disclosed.

What charges are made?

Under the Data Protection legislation, no charges will be made unless requests are excessive or additional copies are required.

How long will my application take?

Once we have received your completed application, we will process this, usually within the prescribed timescale of 30 calendar days. In exceptional circumstances, the request can sometimes take longer, however, in this instance, we would contact you to advise you accordingly.

Our Subject Access Teams is happy to help if you have any problems or queries when making an application.

In addition, for answers to frequently asked questions about all aspects of access to health records, you can visit the Information Commissioner's website.