Appletree Medical Practice

Your Health Matters!

Access to your Medical Records

Patient Access to Medical Records

Access to Health Records under the Data Protection Act 1998

Below is background information regarding your rights under the Data Protection Act 1998 in relation to requesting access to your health records, along with a form to assist you to make your request.

From March 2016, your medical records can be accessed as part of the Practice’s online services. For security reasons, you will have to visit the practice to undertake an identity check before you are granted access to these records.  You will be granted access to your medical records from the date of application. More information about online access can be found here.

The Data Protection Act 1998 gives every living person, or an authorised representative, the right to apply for access to health records. A request should be made in writing by completing one of the following consent forms:

Application to view or receive copies of Health Records – To be used if you would like to view or receive copies of your own records or would like a third party eg. Insurance Company, Work etc (see fees below)

Application for Third Party Access to Health Records – To be used if you would like a family member/carer to act on your behalf e.g. Request results of tests, speak to the doctor on your behalf, etc (no fee required)

Under the Data Protection Act 1998 (Fees and Miscellaneous Provisions) Regulations 2000, you may be charged a fee to view your health records or to be provided with a copy of them. The maximum permitted charges are set out in the tables below:

To provide you with a COPY of your health record the costs are:

Health records held totally on computer: £10.

Health records held in-part on computer and in-part manually in paper form: up to a maximum of £50


To allow you to VIEW your health record (where no copy is required) the costs are:

Health records held totally on computer: £10.

Health records held in-part on computer and in-part manually in paper form: £10.

All the above maximum charges include postage and packaging costs.

The data controller is not obliged to comply with your access request unless they have sufficient information to identify you (preferably passport, driving license)  and to locate the information held about you.  You may be required to pay a fee as described above.

Once the data controller has all the required information, and fee where relevant, your request should be fulfilled within 21 days (in exceptional circumstances where it is not possible to comply within this period you will be informed of the delay and given a timescale for when your request is likely to be met).

In some circumstances, the Act permits the data controller to withhold information held in your health record. These rare cases are:

  • Where it has been judged that supplying you with the information is likely to cause serious harm to the physical or mental health or condition of you, or any other person, or;
  • Where providing you with access would disclose information relating to or provided by a third person who had not consented to the disclosure, this exemption does not apply where that third person is a clinician involved in your care.

When making your request for access, it would be helpful if you could provide details of the time-periods and aspects of your health record you require (this is optional, but it may help save Practice time and resources and reduce the cost of your access request).

If you are using an authorised representative, you need to be aware that in doing so they may gain access to all health records concerning you, which may not be relevant. If this is a concern, you should inform your representative of what information you wish them to specifically request when they are applying for access.

If you have any complaints about any aspect of your application to obtain access to your health records, you should first discuss this with the clinician concerned. If this proves unsuccessful, you can make a complaint through the NHS Complaints Procedure by contacting the Practice formally.

Further information about the NHS Complaints Procedure is available on the NHS Choices website at:

Alternatively you can contact the Information Commissioners Office (responsible for governing Data Protection compliance). Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Tel 0303 123 1113 or 01625 545 745 or