Who Can Access My Medical Records in the UK?

Who Can Access My Medical Records?

Your medical records are private and can only be accessed by certain people. Generally, only healthcare practitioners involved in your care can view your records. For example, if you’re seeing a specialist, they can access your records to understand your health history and provide appropriate treatment.

Others can access your records if you give them written permission. For instance, if you want a family member or a legal representative to handle your health information, you need to sign a consent form.

People with legal authority, such as guardians or legal representatives, can also access your records if it’s necessary to manage your interests. This might include a court-appointed guardian managing your health care decisions.

Can I request my family’s medical records when they die?

After someone has died, their medical records are still private. You can request access if you are:

A Personal Representative

If you manage the deceased’s affairs, like their estate or finances, you can request their records. You’ll need to provide proof of your role, such as a grant of representation or a will.

Someone with a Legal Claim

If you have a legal claim related to the deceased’s death, like an inheritance claim, you may be able to access their records.

For those outside these categories, the NHS might refuse their request. They will consider the deceased’s wishes, family opinions, and the reason for your request. The NHS may deny access if the deceased indicated they did not want their records shared.

How Long Are My Medical Records Kept in the Database?

Medical records are important for tracking your health over time. Different types of records are kept for varying lengths of time depending on their nature and where they are held. Here’s how long different types of medical records are typically kept:

Hospital Records

When you visit a hospital, a record of your treatment is created. Generally, these records are kept for up to 8 years after your last visit or discharge. This helps hospitals manage your care and maintain a history of your treatments.

GP Records

Your GP (general practitioner) keeps records of your health as long as you are registered with them. After your death, these records are preserved for 10 years. This allows for continuity of care and helps in managing your medical history.

Maternity Records

Records related to your pregnancy and childbirth are kept for 25 years after the birth of your last child. This long retention period ensures that important information about your maternity care is available if needed in the future.

Mental Health Records

If you have received treatment under the Mental Health Act 1983, these records are kept for 20 years after your last treatment or release. If you die, the records are kept for 8 years. This helps track long-term mental health care and treatment.

Electronic Records

Many NHS facilities use electronic records to manage patient information. These records are kept according to specific retention periods set by the NHS. Once this period ends, the records are securely destroyed. Access to electronic records is strictly controlled to protect your privacy.

Children’s Records

For children, health records including those in the Red Book are kept until the child turns 25 or for 8 years after their death, whichever comes first. This ensures that important health information is available throughout their development and into adulthood.

Do private doctors share information with the NHS?

Your NHS records are kept private and can only be accessed by NHS staff who are directly involved in your care. They are not shared with anyone outside the NHS. Similarly, NHS services cannot access your private medical records if they are kept by other providers. They can only share your information if you give permission or if there is an urgent situation where your health or safety is at risk. This keeps your medical details safe and used only for your care.

Can life insurance access medical records?

Yes, life insurance companies can access to medical records, but only if you give them permission. When you apply for life insurance, you usually sign a form that lets them check your medical history. They use this information to decide your policy’s cost. Without your consent, they cannot access your records, and you have the right to know what information is being shared.

How Long Will It Take to Receive My Medical Records?

Healthcare providers typically take 28 to 30 days to respond to requests for your medical records. However, the response time can be longer in some situations. If your request is complex or if the provider needs you to adjust or narrow it down, the process might take up to 60 days.

If you are asking for specific parts of your record, like test results, the process may be quicker, but it still could take a few weeks if there are any concerns about sharing the information.

If you don’t receive your records within the expected time frame, you should follow up with the provider by writing or calling for an update. If you still haven’t heard back after 40 days, you can make a formal complaint.

Do I have to pay for a copy of my medical records?

You can usually request your medical records for free under the General Data Protection Regulation (GDPR). However, some places might charge a small fee to cover the cost of printing or copying your records. This fee helps pay for the time and materials needed to prepare the records. For example, some GP practices might charge between £10 and £20 to print your records.

What If There’s a Mistake in My Medical Record?

If you find a mistake in your medical records, it’s important to address it promptly. Start by contacting your GP or the hospital where the records are kept. Write a letter clearly outlining the mistake and provide any supporting evidence that proves the error. For example, if a medication is listed incorrectly, include a copy of your prescription.

Even though the original records might not be changed, you can request that a note be added to your records. This note will explain the mistake and clarify the correct information. This ensures that anyone reviewing your medical history in the future understands the discrepancy and has the correct details.

Can I view my medical records online?

Yes, you can access your GP health records using the NHS App or by logging into your account on the NHS website. Both options allow you to view important information like your medical history, test results, and medication lists.

To access your records online, you must be:

• Registered with a GP Surgery: Your records are tied to the GP you are registered with.
• 16 Years or Older: Online access is available to those aged 16 and over.

If you don’t already have an NHS account, you will need to create one. During the account setup, you’ll be asked to verify your identity. This step is crucial to ensure that your records are kept secure and private.

To protect your personal information, you must prove your identity. This helps to ensure that only you can access your health records.

Using the NHS App or website is a convenient way to manage your health information and keep track of your medical history from anywhere.

How do I get my medical records from a hospital UK?

To get your medical records from a hospital in the UK, start by contacting the hospital through their website or phone. You’ll need to fill out a form or write a letter requesting your records, including your name, date of birth, and address. Be sure to include details of the records you need. You will also need to provide identification, such as a passport or driving license. The hospital typically takes up to 30 days to process your request and will send your records either electronically or by mail.

For example, if you need urgent treatment or see a specialist, private health insurance insurance can often provide quicker access than the NHS. It also offers more comfort with private rooms and potentially access to cutting-edge treatments not yet available on the NHS.

Do doctor’s receptionists see patients’ notes?

They have access to your notes, but only the parts they need to do their job. They might need to see some information to schedule appointments or help with paperwork. They cannot access your full medical records unless it’s necessary for their work, and they must follow strict privacy rules to keep your information safe.

Conclusion

Understanding how to access your medical records helps keep your information safe. In the UK, your records are protected and shared only with those who need them or with your permission. You can get your records through your GP, by making a Subject Access Request, or with help from PALS. You can also use the NHS app to view some of your records. 

The records are kept for various lengths of time. Generally, accessing them is free, though some providers might charge a small fee. If there’s a mistake in your records, contact your provider to have it corrected. Your privacy and accurate records are key to good care.