Ask your healthcare practitioner, such as a nurse, doctor or therapist. In most cases it is possible for you to view your records this way, but 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.

Write to us, or email us. This is the formal option, to use if you would like a copy of your records or if you are not currently receiving care. Your healthcare practitioner might also suggest this option.           

Who should I contact? Please send your request via post or email to:

Information Rights Team 
Information Governance Department
aglona House
Kingstown Broadway
Carlisle
CA3 0HA

Email: accesstorecords@ncic.nhs.uk

Our Access to Records form is available at: https://www.ncic.nhs.uk/patients-visitors/accessing-your-health-care-records

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 e.g. physiotherapy (contact us if you’re not sure about this)

  • The time/period of care and any other relevant information

  • How you want to receive the notes (via email or post)

  • Copies of one form of ID document and one proof of address.

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 deceased. More information about this can be found on our website:  NCIC privacy notice

Will I have to pay anything?

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

Additional information

Got 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: accesstorecords@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:

Information.Governance@ncic.nhs.uk | 01228 603961

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:

pals@ncic.nhs.uk | 01228 814008 or 01946 523818

If you would like to raise a complaint regarding your care, please contact the Complaints Department:

complaints@ncic.nhs.uk | 01228 936302