Accessing Your Medical Records at Invicta Health

Introduction

In accordance with the General Data Protection Regulation, patients (data subjects) have the right to access their data and any supplementary information held by us. Data subjects have a right to receive:

– Confirmation that their data is being processed
– Access to their personal data
– Access to any other supplementary information held about them

Options for access

Patient Access – As of April 2016, practices have been obliged to allow patients access to their health record online. This service will enable the patient to view coded information held in their health record. Prior to accessing this information, you will have to visit the practice and undertake an identity check before being granted access to your records.

Data Subject Access Request (DSAR) – In addition, you can make a request to be provided with copies of your record. To do so, you must submit a form. This can be submitted electronically, sent by post or given to us in person. A copy of the forms are available here for download (please choose the one that best suits your needs):

Download SAR form – Living Patients

Download SAR Form – Deceased Patients

Download SAR Form – Non Patient – for individuals requesting access to non medical records ie Head office files / ex staff members)

Alternatively, paper copies of the above forms are available on request. The contact details are shown in red at the bottom of the form so please choose the contact that best suits you (your GP practice for example).

Subject access requests are free of charge, however, a reasonable fee may be charged for the administrative costs of complying with the request depending on the amount required.

The forms explain in which format the files can be provided. If records are collected in person, you will be asked to complete a collection form. A copy of this can be found here:

Collection Form

Time frame

Once the request is received, we will aim to process the request within 21 days; however, this may not always be possible. The maximum time permitted to process DSARs is one calendar month.

Exemptions

There may be occasions when the data controller will withhold information kept in the health record, particularly if the disclosure of such information is likely to cause undue stress or harm to you or any other person.

Data Controller

At Invicta Health CIC the Data Controller is Invicta Health CIC as an organisation.

Our Data Protection Officers are:

For Invicta Health Head Office and Non Practice Functions: Richard Newell (Your-DPO) – Contactable via Invicta Health Head Office Tel: 0800 242 5199

For our Practices: Kent CCG DPO support team

Email: mccg.northkentgpdataprotection@nhs.net

Tel: 01634 335212

For patients with questions relating to accessing medical records, please ask to discuss this with the Practice Manager in the first instance, who can be contacted via the Practice.

A copy of this document is available for download here: Accessing Your Medical Records

Invicta Health CIC is proud to have achieved the Cyber Security Essentials certification, a UK government information assurance scheme operated by the National Cyber Security Centre (NCSC) that encourages organisations to adopt good practice in information security.

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