Access to Records

How can I see what information the Trust holds about me?

The Data Protection Act (1998) allows any living individual the right to know what information an organisation holds about them. Similarly the Access to Health Records Act (1990) controls access to deceased individual’s information.

If you would like to find out what information the Trust holds about you, or would like to request a copy of your records, you can do so by following the steps below:

1. If you are currently under the care of one of the Cumbria Partnership NHS Foundation Trust healthcare teams you can ask to view your medical records during an appointment. If it is not possible for you to view your records during an appointment, a meeting can be arranged between you and your healthcare team at a mutually convenient time.

2. If you would like further information, or would like to receive a copy of your records, you can do so by completing our Access to Records form, or by sending a letter or email to:

Access to Records
Information Governance
Maglona House (Unit 68)
Kingstown Broadway
Kingstown
Carlisle
CA3 0HA

Email Address: accesstorecords@cumbria.nhs.uk
Telephone number: 01228 602000 (Ask for Access to Records)

Do I need provide any ID documents or pay a fee for accessing my records?

Yes. If you would like to receive copies of your records the following will apply:

  1. The Trust is not allowed to release any information without being satisfied about the identity of the requester. This means that the Trust will ask you to provide:
  • Copies of two identity documents, and one proof of address
  • Consent from the patient if you are requesting on their behalf
  • Evidence of parental responsibility, or power of attorney for health and welfare, if you are the carer of a patient
  • Proof of probate or letters of administration if the patient is deceased.  
  1. Under the Data Protection Act (1998) the Trust also has a right to charge a fee for the reproduction of records to cover administrative fees up to a maximum value of £50. You will be informed whether or not there is a fee to pay when you receive you acknowledgement letter.

 

Method

Charge

1

View only

No charge

2

Electronic Records

 £10.00 - £25.00

3

Paper Records


Prison Records

£25.00 - £50.00

What happens after I have written to request copies of my records?

  1. Once the Trust has received your request, one of the Access to Records Team will acknowledge your application within two days, and inform you whether you need to provide any further information.
  2. Your records will be sent out no later than 40 days after the Trust has received the relevant documentation and fees.

Where can I find out more about the Data Protection Act (1998) and the Access to Records process?

You can find out more about how the Trust processes Access to Records requests by reading our, Access to Health Records leaflet.

More information about accessing your medical records can be found at NHS common questions ‘How do I access my medical records (health records)?’

For more information about accessing someone else’s records see also:

NHS Common Questions ‘Can I access someone else’s Medical records (Health records)?

NHS Common Questions ‘Can I access the Medical records (Health records) of someone who has died?