Access to Medical Records

In accordance with the General Data Protection Regulation, patients (data subjects) have the right to access their data and any supplementary information held by Cynon Vale Medical Practice; this is commonly known as a Subject Access Request (SAR). Data subjects have a right to receive:

  • Confirmation that their data is being processed
  • Access to their personal data
  • Access to any other supplementary information held about them

Options for Access

As of April 2016, practices have been obliged to allow patients access to their health record online. This service will enable the patient to view coded information held in their health record. Prior to accessing this information, you will have to visit the practice and undertake an identity check before being granted access to your records.

In addition, you can make a request to be provided with copies of your health record. To do so, we request you submit a Subject Access Request (SAR) form. This can be submitted electronically and the SAR form is available by clicking here. Alternatively, a paper copy of the SAR is available from reception. You will need to submit the form online or return the completed paper copy of the SAR to the practice. Requests can be made verbally, but in order to keep a record of your request, we would please ask that you complete a form. You do not have to pay a fee for copies of your records.

Timeframe

Once the DSAR form is submitted, Cynon Vale Medical Practice will aim to process the request within 21 days; however, this may not always be possible. The maximum time permitted to process DSARs is one calendar month.

Exemptions

There may be occasions when the data controller will withhold information kept in the health record, particularly if the disclosure of such information is likely to cause undue stress or harm to you or any other person. If we did withhold data we would be obliged to explain the reasoning behind this decision.

Data Controller

At Cynon Vale Medical Practice the data controller is the Practice Manager, Graeme Hunter. Should you have any questions relating to accessing your medical records, please ask to discuss this with him.