Accessing Your Medical Records Policy
At Trinity Medical Centre, we strive to empower our patients by providing easy and secure access to their own medical records. This policy outlines the process for patients who wish to access their medical records online.
Online Access Request Process:
- Submit Your Request: Patients who wish to access their medical records online can do so by submitting a request through our designated online portal.To initiate your request, please visit this page
- Review Process: Upon receiving your request, it will be reviewed by one of our General Practitioners (GPs). The review process ensures that your request complies with relevant regulations and guidelines.
- Notification of Decision: You will be informed of the decision regarding your request within one calendar month of submission. If your request is approved, you will be granted access to your medical records through our secure online platforms.
Alternative Access Method:
Alternatively, patients can also request access to their medical records by visiting Trinity Medical Centre in person. You can pick up a paper copy of the access request form from our reception desk.
Online Access Platforms:
Your medical records can be accessed securely through our AIRMID or SystmOnline services. These platforms provide convenient access to your health information anytime, anywhere. For more information on these services visit this page
Contact Us:
For any inquiries or assistance regarding accessing your medical records online, please don’t hesitate to contact us. You can reach us by phone, email, or by visiting our surgery during operating hours.
[Last Updated: March 8, 2024]
Disclaimer: This policy is subject to change without prior notice to ensure compliance with regulatory requirements and organizational needs. We advise patients to regularly review this policy for any updates or amendments.
Accessing Someone Elses Records
At Trinity Medical Centre, we understand the importance of providing parents, legal guardians, carers and other family members with access to their loved ones records, while ensuring the confidentiality and privacy of sensitive information. This policy outlines the process for accessing patient’s records based on their age range.
Age 0-11:
Parents or legal guardians of children aged 0-11 can request access to their medical records by following these steps:
- Visit the Surgery: Request an “Application for Online Access” form from the reception desk.
- Documentation Required:
- Birth certificates for the child.
- Photo ID for the parent or legal guardian.
- Proof of address for the parent or legal guardian.
Age 12-16:
Parents or legal guardians of children aged 12-16 can request access to their medical records by following these steps:
- Visit the Surgery: Request an “Application for Online Access” form from the reception desk.
- Gillick Competency Assessment: The child will need to be booked in for a Gillick Competency Assessment to assess their capacity to provide consent.
- Documentation Required:
- Birth certificates for the child requiring access.
- Photo ID for the parent or legal guardian.
- Proof of address for the parent or legal guardian.
Adults (16 and over):
For patients aged 16 and over, they are considered adults and can independently provide consent for access to their medical records. The process for accessing adult patient records is as follows:
- Visit the Surgery: Patients aged 16 and over need to sign a form of authority to give consent at the surgery. No additional identification is required.
- If the patient does not have capacity to consent to sharing their records, we will need to discuss your request with a GP partner before we can grant the access.
Access for Non-Patients:
We can only provide access to online records for patients registered at Trinity Medical Centre. If you are not a registered patient but require access to a patient’s records, we can only provide the patient with their login details. They may choose to share this information with you at their discretion.
Deceased Patients:
If you require access to the medical records of a deceased patient, please email the surgery at [email protected] to request more information.
Timescales:
The processing time for accessing children’s records is up to one calendar month from the date of request.
For any inquiries or further assistance regarding accessing children’s records, please contact Trinity Medical Centre.
[Last Updated: March 8, 2024]
Disclaimer: This policy is subject to change without prior notice to ensure compliance with regulatory requirements and organizational needs. We advise individuals to regularly review this policy for any updates or amendments.
Solicitors / Third Party Requests
At Trinity Medical Centre, we understand the importance of protecting the privacy and confidentiality of our patients’ medical records. This policy outlines the procedures for handling Subject Access Requests (SARs) from third-party agencies such as solicitors, insurance companies, the Royal Army/Navy, or other entities.
Request Submission: Third-party agencies seeking access to a patient’s medical records must submit their request directly to Trinity Medical Centre. Requests can be made via email to [email protected] or through postal mail addressed to:
Trinity Medical Centre
Thornhill Street
Wakefield
WF1 1PG
Required Information: Along with the request, the agency must provide the following information:
- Patient’s full name, address, and date of birth.
- A signed consent form from the patient authorizing the release of their medical records to the requesting agency.
- Confirmation if there is a claim against the GP surgery related to the requested records.
Processing Time: Trinity Medical Centre is committed to responding to SARs promptly. We have one calendar month to provide the requested records from the date of receiving a complete request, including all necessary information and consent.
Review and Processing: Upon receipt of the SAR, the request will be reviewed by a General Practitioner (GP) to ensure compliance with legal and ethical standards. The administrative team will then process the request accordingly.
Delivery Method: Once processed, the requested medical records will be sent digitally via secure means using Egress, ensuring confidentiality and data security.
Important Notes:
- Trinity Medical Centre reserves the right to verify the identity of the requester and the patient before releasing any medical records.
- Any incomplete or illegible requests will be returned to the requesting agency for clarification.
- We adhere strictly to data protection regulations and guidelines, including the General Data Protection Regulation (GDPR), to safeguard the privacy and confidentiality of patient information.
For any inquiries or further information regarding Subject Access Requests, please contact Trinity Medical Centre at the provided email address or postal address.
[Last Updated: March 8, 2024]
Disclaimer: This policy is subject to change without prior notice to ensure compliance with regulatory requirements and organizational needs. We advise third-party agencies to regularly review this policy for any updates or amendments.