Your Medical Records

Your Medical Records

We ask you for information about you so that you can receive proper care and treatment.  We keep this information, together with details of your care, because it may be needed if we see you again, and allows continuity of care.

Our guiding principle is that we hold your records in strict confidence.

A health record is defined by the Data Protection Act 1998 as a record consisting of information relating to the physical or mental health or condition of an individual made by or on behalf of a health professional in connection with the care of that individual.

How can I get access to my health records?

The Data Protection Act allows you to find out what information is held about you on computer and in manual records. This is known as a Subject Access Request (SAR).

If you would like a copy of your healthcare records you can submit a request in writing or by email to the details below:

Healthcare Records Manager
Royal Surrey County Hospital NHS Foundation Trust
Egerton Road


You may wish to use the application form below that provides further guidance on the application process. The use of this application form is not mandatory.

Application for Access to Health Records 2017

Is there a fee for providing access to copies of health records?

The fee for this application will be £25.00. However, if the volume of records to be copied is larger than 100 pages, or if the request includes additional documentation such as x-rays, we are entitled to charge a fee up to a maximum of £50.00. Should this be the case, we will advise you that further payment is required before the copied notes are released.

Payment should be made by cheque payable to the Royal Surrey County Hospital.

We are also able to accept payment by card. Once the application form has been processed we will be able to advise you of the procedure to make a payment.

How long will it take to receive copies of my health record?

A copy of the notes will be sent within 40 days of receiving the payment. We will notify you if there are any difficulties in meeting this deadline.

What documents need to be provided to confirm my identity?

Please refer to the checklist below for further details.

Identity Checklist 2017

Healthcare Records Policy 2017

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