Medical records: Access requests 

In most cases you can see your records by asking your healthcare practitioner. This can be a nurse, doctor or therapist. Sometimes you may have to make a formal request to see what is in your files. Your healthcare practitioner will help you choose the best option for you.

To request a copy of your records you can use our secure online portal. This is a free service.

• Click the link
• Get started online
• Register for a new account or
• Log in to your existing account

When making your request, please make sure the correct application form is selected. This will help the team process your request quickly.

Requests are managed electronically by our team. When you request is complete you will be able to see your records using a download function within the portal. This reduces the need for paper copies to be created and posted to homes.

Please download our helpful Requester Portal Guide to help you through the process.

You’ll need to give identification as part of the request process. You can find out what you need by downloading the Identification documents needed to access health records document.pdf.

For any queries contact the Information Rights Department. Email: SAR@ncic.nhs.uk

What information do I need to include?

• Full name (including previous names)

• Date of birth

• Current address and previous addresses (if relevant)

• What type of records you want (contact us if you are not sure about this)

• The time / period of care 

• Copies of 1 form of ID document

• Copy of 1 proof of address.

You can find out what you need to supply by downloading the Identification documents needed to access health records.

Why do I have to send in ID documents?

If you are an individual we ask for copies of ID documents and proof of address so that we can be sure of your identity.

We also ask for other documentation if you are requesting information for someone else (such as a child), or if the person you are requesting information about is died. More information about this can be found on our website: Accessing your records 

Will I have to pay anything?

The Trust will not charge for providing you with your copy of records.  The Trust may charge a fee for any further copies of the same information that you might request from us. The fee will be based on the admin cost of providing the information. If a request is not genuine or excessive (if it is repetitive) the Trust may also charge a fee for providing the information.

Additional information

If you have questions about Subject Access Requests, the UK General Data Protection Regulation (GDPR), or the Access to Health Records Act 1990

Visit our website www.ncic.nhs.uk/

Email us at Information Rights Team:  SAR@ncic.nhs.uk

Confidentiality

‘The Trust’s vision is to keep your information safe in our hands.’ We promise to use your information fairly and legally, and in-line with local and national policies. You have a right to understand how your information is used and you can request a copy of the information we hold about you at any time.

For further information on confidentiality contact the Information Governance Team:

For further information on confidentiality contact the Information Governance Team

01228 6088844 | Information.Governance@ncic.nhs.uk

Feedback

We appreciate and encourage feedback, which helps us to improve our services. If you have any comments, compliments or concerns to make about your care, please contact the Patient, Advice & Liaison Service:

• Email: pals@ncic.nhs.uk
• Cumberland Infirmary office: 01228 814008
• West Cumberland Hospital office: 01946 523818
• Freephone: 0800 633 5547
• Write to: PALS, Cumberland Infirmary, Newtown Road, Carlisle, CA2 7HY

Open Monday to Friday, 9am to 4pm (not including bank holidays)

If you would like to raise a formal complaint, there are a number of ways you can do this:

Write a letter

The Complaints Team

Kingmoor Park

Baron Way

Carlisle

CA6 4SJ

Telephone 01228 936302

Email complaints@ncic.nhs.uk