Subject Access Request  - SAR

Introduction

To make a  request  for personal information such as medical records from Northampton General Hospital under the Data Protection Act 2018, The General Data Protection Regulation 2016 or the Access To Health Records Act 1990, you will be asked to choose an on-line application form, depending on whether you are a patient, a relative or an organisation.

There are three forms for the public to choose from depending on whose records you are requesting: 1.Your own records 2. On behalf of a child or person you are caring for  3. To request the records of someone who has died.

We are legally bound to verify the identity of persons requesting records. You will be asked to provide supporting documents such as a copy of your picture ID. In addition, if you are requesting on behalf of someone else, we will need ID for the patient e.g. a birth certificate for a child; the patient's consent or power of attorney for an adult.

For requesting the records of a deceased patient, only the executor or administrator - with proof that they are such, has an absolute right to the records. A grant of probate, letters of administration or a copy of the current will are accepted as proof. Other persons may apply either with written permission from the executor or by giving their reason for making a claim to access the records.

Questions asked:

What records can be supplied?  We can only supply records held by Northampton General Hospital NHS Trust, GPs and other hospitals hold their own records and must be applied for separately.

Is there a fee? Record copies and radiology images are free of charge, unless requests are 'manifestly unfounded or excessive, especially if they are repetitive', in which case a reasonable fee based on costs may be charged.

How long will it be?  We are experiencing some delays due to the Corona virus at present, however
normally we endeavour to supply the records within one calendar month, from when ID and all necessary information is received. However this period can be extended by a further two months where requests are 'complex' or 'numerous', in which case we will inform you within one month.

What if a healthcare provider needs my records for an appointment?   Other hospitals and private health clinics can request the records directly from us. It is usually made by the secretary to the consultant. We prioritise health to health requests and they are usually done within a few days. There is a form they can use here by logging in below.

Organisations:

Other hospitals, solicitors, the police and authorised organisations can request records, easily with tailored forms. For organisations outside of healthcare, have the patient's written consent or the appropriate exemption or court order paperwork scanned in to submit with the form. Log in below, choose and complete the form. Once registered on the site, you can use it repeatedly, manage multiple requests to us and download records at your convenience. This is generally quicker and an efficient way of receiving the information.


How to make a request

Have all necessary documents ready before you start. Chose the most appropriate Request Form and follow the instructions provided. Some fields are mandatory * and will not let you continue until you have completed them. Please complete the application form attach any necessary documents and submit the form. This is the quickest and simplest way to make a request. If you need support with this process please e-mail: ngh-tr.mraccess@nhs.net

Get Started Online

To make a request please Log in. This will allow  us to provide the record copies electronically direct from the site with a link to your e-mail.

If you don't want to register on the site but still want to make a one off request you can sign up as a guest.