You will appreciate that health data relating to any individual is highly confidential and Macduff Medical Practice must ensure that it releases such data only to the person to whom it relates, or to a person authorised to act on their behalf. Please complete this online Request Form as fully and accurately as possible to enable us to locate the exact data you require.
Whole Medical Record | Specific Date Parameters | Clinical Letters | Test Results | Vaccination / Immunisations
All examples of SARs – We use a single system of iGPR, and it all starts with the completion of the form below
The General Data Protection Regulations 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. 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 parts of your health records that you require, along with details which you may feel have relevance (e.g. Clinic type, location, dates)
Data processing
You are entitled to have your medical information. You are not, however, entitled to receive any non medically interested third party patient identifiable information. This includes any information pertaining to: spouse, partners, siblings, family members, friends etc. This information will be redacted.
We use a programme called iGPR to process your records. You will receive a link, through email, for you to download your file when the application process has been finalised. The responsibility and security, thereafter, for whomever you choose to share that information with lies with you.
Timescale
Macduff Medical 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; but we try and have SARs completed within 24 hours of a working day wherever possible. Under certain circumstances, however, this period can be extended to 3 months but we will keep you informed of the progress of your request during this extended period.
Timescale is dependent upon the complexity of the request, time of submission, and the availability of staff to complete the request
We will try our best to help you but we reserve the right to use the full disclosure time parameters if need be.
If, after submitting your request, you haven’t heard from us within 24 hours of a working day, then contact us using the web form. Please be advised that you may not get your answer by phoning us (and waiting in a telephone queue can be time-consuming and frustrating) – the staff who answer the phones are not part of the Data Access Request Team and won’t be able to provide you with the information needed; rather they can record your request and pass it on to the appropriate team. Rudimentary timescales are that blood results and immunisations should be completed within 24 hours of a working day’s request; but full or specific areas of medical records could take about 5 working days to complete.
Fees & Multiple requests
We will not make a charge for the first request for access to your medical records. We may, however, charge for subsequent requests and if we deem that the volume of information requested is excessive. You have the right to simply view your records (ie not receive a copy in a permanent form).
You are entitled to receive any subsequent information, from the outside date of your request, free of charge. With the exception of a court order, formally requested by a legal firm, administrative fees will be applied for subsequent requests e.g. solicitors and insurance companies. Each request is carefully considered.
We need to differentiate between a SAR and Non NHS chargeable work
Please check the Non NHS page to see if you are requesting Non NHS work
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 you will be telephoned to come to the Practice to collect them.
Proof of identity
The information provided on the form below must match that which we have on your medical record, and we may contact you in order to confirm that the request is genuine. This is to ensure no information is released to unauthorised individuals.
If you are completing this application on behalf of another person, Macduff Medical Practice will require their authorisation before we can release the data to you. The person whose information is being requested should sign the relevant section within the online form. If the patient is a child (ie under 16 years of age) the application may be made by someone with parental responsibilities – in most cases this means a parent or guardian. If the child is capable of understanding the nature of the application, his/her consent should be obtained or, alternatively, the child may submit an application on their own behalf. Children will, generally, be presumed to understand the nature of the application if aged between 12 and 16. All cases will be considered individually.
