You will appreciate that health data relating to any individual is highly confidential and the Practice must ensure that it releases such data only to the person to whom it relates, or to a person authorised to act on his or her behalf.
If you require to see any health data, please submit your request in writing to the Practice stating as fully and accurately as possible to enable us to locate the exact information you require.
The General Data Protection Regulations (GDPR) gives you the statutory right of access to any information, manual (paper) or computerised. You may wish to authorise someone else to make your application on your behalf and if you have parental responsibilities you may make an application to see your child’s notes.
You do not have to give a reason for applying for access to your General Practice records. If you do not need access to your entire records, it would be helpful if you would inform us of the periods and area of your health records that you require, along with details which you feel may have relevance (e.g. clinic type, location, dates).
Timescale
The Practice will deal with your request as quickly as possible. The information should be available to you within 28 days of receipt of your accurately completed form and confirmation of consent. Under certain circumstances, this period can be extended to 3 months but we will keep you informed of the progress of your request during this extended period.
Fees
We will not make a charge for the first request for access to your medical records. We may, however, charge for subsequent requests or if we deem that the volume of information requested is excessive. You have the right to simply view your records (i.e. not receive a copy in a permanent form); information on how to arrange this is detailed below.
Type of request
If you request to see the original records, you will be invited to make an appointment at a mutually convenient time to view them. If you request copies, these will be ready within the allocated timescales specified by the Regulations, and we will telephone you when they are available for you to come to the Practice to collect them.
The age of Consent
The law in Scotland states that all children aged 12 and over are deemed to have capacity to give consent to accessing their medical records, unless there is a medical reason that they do not have capacity.
By LAW, they are entitled to make the decision as to who can assess their records and what information is provided. The GP is also entitled to speak to a child of this age on their own, to ensure there is no pressure from either parent (however they can have a medical member of staff as a chaperone).
We cannot discuss any clinical information with parents of children aged 12 and over without their consent. Please note, for parents phoning up for advice regarding their children of this age, or to discuss medication, we will need consent from your child.
Proof of identity
Two forms of identity must be provided (one of which must be photographic). This is to ensure information is not released to unauthorised individuals. The table below outlines the proof of identity we can accept.
| TYPE OF APPLICATION | IDENTIFICATION REQUIRED |
| Patient applying for their own Can be waived if the applicant is known to the Staff Member accepting the request | One which must be photographic i.e. passport. One containing individuals name and address |
| Third Party Applying. Consent of Patient will be required BEFORE the request will be processed | One containing Third Party name and address One must be Photographic ID of Third Party |
| Applying on behalf of a child We will ALWAYS obtain consent for release of records from a child age 12+ to <16 if a third party is making request | One which must be Child’s birth certificate Photographic ID of person with parental rights |