BHR University Hospitals - Data Protection accessing medical records

Your Health Records

Hospital staff need to collect sensitive and personal information about patients and their health. All our staff have a duty to keep this information confidential and to protect your information from being lost or disclosed by accident. There are a range of safeguards in place to make sure only those who need to access patient information do so. This may include other members of hospital staff or those that provide care outside hospital, other health bodies or medical researchers. Wherever possible, information is anonymised or referred to by just a hospital number rather than a name.

We will not disclose any information about a patient without their consent (or that of their guardian, or next of kin if a medical emergency), unless we have to by law. You are entitled to be kept informed about the information we record about you, and can apply for copies of your medical records. You have rights to access information we hold about you under the Data Protection Act and the Health Records Act, and also about other general matters under the Freedom of Information Act.

You can help us keep our information accurate by letting us know of any personal changes, such as a new address, GP, next of kin, or any changes in your medical condition. We will use the contact information you give us to notify you about appointments, test results or to get in touch to discuss your treatment. We may use your mobile phone number to text you reminders about your appointments. You can opt out of us sending you text messages at any time – just ask a member of staff.

If you would like any more details about how we look after patient information, speak to a member of staff or refer to the details below.

Download our 'What Happens to my Information?' leaflet [148kb]

Barking, Havering and Redbridge University Hospitals NHS Trust has procedures in place for access to Medical Records.

Is this a legal requirement?

Yes, under the Data Protection Act 1998, a data subject (person the information is about) has the right to apply for access to/a copy of information held about them.

Data Protection Act

How can this information be accessed?

Records pertaining to Queen’s Hospital (and the former Oldchurch and Harold Wood Hospitals):

By writing to:

Access to Health Records Team
Health Records Department
Ground Floor Pink Zone
Queen's Hospital
Rom Valley Way
Romford
Essex RM7 0AG

Records pertaining to King George Hospital (and the former Barking Hospital):

Each Department is responsible for the copying of their own records e.g. A&E, Maternity, Physiotherapy, Sexual Health Clinic and X-Ray (Radiology).

The Health Records Department only process requests for records housed within the Medical casenotes. The service has now been centralised, and therefore any such requests can be addressed to the Access to Health Records Team at Queen's Hospital (as above).

Do I have to have a copy of all of my records?

No, if there is only a specific part of your records you are interested in receiving a copy of, for example those relating to a certain timescale or injury, this can be noted on the application form.

Can I only have access to information held on computer systems?

No, under the Act you are entitled to access any information held about you, regardless whether this is held on computerised systems, in manual health files or as x-rays, MRI scans or photographs.

What will happen once I have contacted the Health Records Department?

You will be asked to complete an application form, in order for us to locate your records and verify your identity.

How long will I have to wait for copies of my records?

You should expect to receive these within twenty-one days, although in some circumstances it may take up to forty days.

Will there be a charge?

Yes to cover costs of photocopying, postage and copying images such as x-rays and photographs. These charges will be notified to you, to ensure you still want to go ahead with your request.

Is there a maximum charge?

Yes for records held under the Data Protection Act 1998 in manual (paper) format, the maximum charge outlined is £50.00.

Can applications be made for copies of records regarding third parties?

Yes in certain circumstances. For example someone with parental responsibilities/a legal guardian to a child’s records, those legally appointed to act on behalf of someone who is deemed unable to make their own decisions, or a Solicitor with consent from the patient.

Are records about deceased patients still covered under the Data Protection Act 1998?

No, these fall under the Access to Health Records Act 1990. However, initial contact can still be made to the Access to Health Records Team.

Does the Data Protection Act 1998 only cover personal data?

Yes, if you require access to other information the NHS Trust may hold, such as that concerning the organisation, please see the document entitled ‘Making a request’ on the pages regarding the Freedom of Information Act.

What is the NHS Care Records Guarantee?

To provide you with the highest quality of healthcare, we must keep records about you, your health and the care we have provided to you or plan to provide to you.
NHS care records may be electronic, on paper or a mixture of both, and organisations use a combination of working practices and technology to keep to the NHS Care Records guarantee.
Read the NHS Care Records Guarantee.