Access to health records

As a patient and under the General Data Protection Regulation you have the right to access your healthcare record held by Epsom and St Helier NHS Trust.

How do I make a request for a copy of healthcare records?

Firstly, you must create an account on the SAR portal here. Once logged in, you can submit, manage and receive requests.

Is there a fee for submitting a Subject Access Request?

The Trust must provide a copy of the information free of charge. However, the Trust can charge a ‘reasonable fee’ when the request is deemed ‘manifestly unfounded or excessive’ and particularly if it is repetitive (copies of the same information). Fees will be based on administrative costs of providing the information.

How long does the Trust have to disclose?

The trust must respond to your request within 30 days (unless advised otherwise by court order).

The timescale for responding to a SAR does not begin until we have received satisfactory identification.

If clarification is required, or you have made a number of requests or your request is complex, the Trust may need extra time to consider your request, and this can take up to an extra two months to respond. If this is the case the Trust will inform you within 30 days and explain why the extension is necessary.

Will I always receive everything I asked for?

Not always. The amount of information you receive depends on the circumstances of the request.  You may receive only part of the information you have requested, or none. In such cases, the Trust will inform you within one month and explain the reason.

Will I need to provide proof of identity?

Identification checks are required by the Trust for security, this is to protect personal data from unauthorised access.

If you are requesting copies of your own healthcare record, the Trust will require two forms of identification, for example a copy of your passport or driving licence and a utility bill or bank statement.

If you are requesting copies of healthcare records on someone’s behalf (living or deceased) you must provide proof of your identification, for example passport or driving licence and a utility bill or bank statement plus a copy of either Power of Attorney or copy of the Will/Grant of Probate naming you.

(excluding solicitors)

 How will I receive a copy of the healthcare record?

You will receive an email notification to confirm your disclosure is completed. Login to your account to view, print and download the documents.

How long do I have to access to the copy of the healthcare record?

The documents will be available to download and save from the date of notification. The Trust advises that you download, save and store locally. Once you have accessed the copy of healthcare records you become the data controller.

Will I always receive full disclosure electronically through the portal?

Not always. The disclosure will depend on the information required on the request. You may receive the information requested via the portal, via Image Exchange Portal (IEP) and on paper (via Royal Mail). In such cases, the Subject Access Request Department will advise how you will receive full disclosure.

Contact details

For further queries (including if you have difficulties in accessing the SAR Portal) please contact:

Subject Access Department

Medical Records

Epsom Hospital

Dorking Road

Epsom

Surrey

KT4 8NW

Tel: 01372735935/5936

Please note due to the volumes of work phone lines are not regularly monitored.  Please contact us via the Portal where possible.

Email: esth.medicalrecordsSAR@nhs.net

Business Hours: 7.30am to 4pm Monday to Thursday, 7.30am to 3.30pm Friday excluding English Bank Holidays.