How to request a copy of your health record
Under the Data Protection Act 2018 you are entitled to access your clinical records or any other personal information held about you.
Your health records
Your health records contain information about your healthcare. They are made by doctors, nurses or other health professionals and can include:
- details about you, for example your date of birth, address, next of kin, gender, language, ethnicity, and any disabilities you have
- handwritten clinical notes
- letters to and from other health professionals
- laboratory reports
- imaging, like copies of x-rays and scans
- printouts from monitoring equipment
You also have rights to request rectification or erasure of your personal data in some cases, or to object to the use of your personal data.
To find out more about your rights and how to exercise them, please check our privacy notice.
How to request a copy of your health records
Under the Data Protection Act 2018 you are entitled to access your clinical records or any other personal information held about you, free of charge.
If you are applying for copy records under the Access to Health Records Act 1990, there is also no charge. For advice on how to do this please contact:
Access to Health Records Office
Gloucestershire Hospitals NHS Foundation Trust
Gloucestershire Royal Hospital
Great Western Road
You can also call us on 0300 422 5747 or email us.
Please note that the Trust has up to 1 calendar month to process your application.
The Access to Health Records Office at Gloucestershire Hospitals NHS Foundation Trust completes applications for both Gloucestershire Royal Hospital and Cheltenham General Hospital. Only one application is required per patient. For both copy medical records and imaging/radiology/x-rays etc. If you have any queries regarding this information please contact Dawn Clark on 0300 422 3160.
If you do not receive an acknowledgement letter or email following submission of your request, please contact us on 0300 422 3160 or 0300 422 5747. Please allow 5 working days if your records are being posted, as they will be sent 2nd Class.
If you have received a letter from us which includes a reference, the initials in the reference will relate to your case handler and you can call them directly:
- FC, Fiona: 0300 422 5746
- LH, Laurie: 0300 422 5749
- SP, Sian: 0300 422 5798
- CT, Chelsea: 0300 422 5799
You can also speak to our supervisor Dawn Clark by calling 0300 422 3160 (Monday, Tuesdays and Thursdays) or 0300 422 5747 (Wednesdays only).
Subject access request (SAR) forms
Please note that failure to complete all 3 Sections of the IEP with Anyone Form may result in delays with your request.