Data Subject Access Requests

This is information is relevant for the following requesters:

• Patients
• Patient’s Relative
• Employees (including Ex Employees)
• NHS and External Organisations

The following information is required for the process to begin:

Patient

• Information required, for example the Electronic Patient Record
• Patient name
• Incident Date and Location
• Identification documents i.e., copy of recent utility bill or bank statement and a valid passport or driving licence. If you do not hold a valid passport or driving licence, a copy of your birth certificate can be accepted.

We do where possible ask for you to remove any banking details from your bank statement documentation i.e., sort code and account number.

Patient Relative

• Patient name
• Incident Date and Location
• Information required, for example the Electronic Patient Record
• Legal Entitlement – where a patient is deceased the death certificate and the ‘Proof of interest’ in the deceased estate e.g., where you are stated in the will.
• Signed consent from requester or appropriate legal person (e.g., litigation friend)
• Identification documents i.e., copy of recent utility bill or bank statement and a valid passport or driving licence. If you do not hold a valid passport or driving licence, a copy of your birth certificate can be accepted.

We do where possible ask for you to remove any banking details from your bank statement documentation i.e., sort code and account number.

Patient GP’s

• Request received on headed paper or via email.

NHS or Other External Organisations

• Request received on headed paper or via email.
• Signed Patient Consent – without patient consent, this will not be released.

Call Recordings Requests

• Incident Date and Location
• Signed consent form from the caller
• Telephone Number of Caller if available
• Identification documents i.e., copy of recent utility bill or bank statement and a valid passport or driving licence. If you do not hold a valid passport or driving licence, a copy of your birth certificate can be accepted.

We do where possible ask for you to remove any banking details from your bank statement documentation i.e., sort code and account number.

The information requested will be sent via secure email. Please contact the Medical Records Team if this is not possible and an alternative method will be arranged.

If we receive the appropriate information above this will ensure that we won’t need to contact a requester which could mean a delay in a response.

If you need to speak to our Medical Records Team, please call 01384 989491 or email: [email protected]