Confidentiality & Medical Records


To provide you with the care you need we hold the details of your consultations, illnesses, tests, prescriptions and other treatments that have been recorded by everyone involved in your care and treatment.  This information may be stored on paper or electronically on computer files by practice staff.

We sometimes disclose some of your personal health information to other organisations involved in your care.  For example, when you are referred to the hospital we send relevant details about you in the referral letter and receive information about you from them.  Our practice also participates in regional and national programmes such as the cervical cytology screening service and your name, address, date of birth and health number will be given to them in order to send an invitation to you.

Sometimes we are required by law to provide information e.g. the notification of births, deaths and certain diseases or crimes to the government.  Our use of your personal health information is covered by a duty of confidentiality and regulated by the Data Protection Act of 1998.  This act gives you a number of rights to access the information we hold about you.  Should you wish to access this information please contact the practice manager.

Medical Records

Under the Data Protection Act 1998, living individuals are entitled to seek access to their own medical records.

Where the patient is a child under 16, any person with a parental responsibility may apply for access to the records.  Where the child is considered capable of making decisions about his/her medical treatment, the consent of the child must be sought before a person with parental responsibility can be given access.  Where the child patient is not capable of understanding the nature of the application, the GP is entitled to deny access if it were felt to be in the patient's best interests.

If the child lacks the capacity to understand the nature of the application but access would be in his/her best interest, access may be given.  A doctor will decide whether the child is deemed capable.

Rights of access to the records of deceased patients are set out in the Access to Health Records Act 1990.  The records of the deceased patients are returned to NHS Lincolnshire.

Can I see my whole record?

Certain information contained in your record may not be disclosed including;

  • Information which relates to an identifiable third party, such as a relative.
  • Information which would be likely to cause serious harm to the patient or another person.
  • Information that the patient had provided either on the understanding or with an express indication that it would remain confidential.
  • Information about a test or result if the patient had expected the results to remain confidential.
  • Information which reveals whether an identifiable individual was, or may have been born as a result of fertility treatment.
  • Information about adoption records, a child's special educational needs, or parent order records/reports.

How do I access my medical records?

Formal applications for access must be in writing and accompanied by the appropriate fee. Please hand in your request and fee to the receptionist for the attention of the practice manager.

Our Fees

Due to the amount of time it takes to copy patient records we charge a small fee.

Manual photocopies are charged at 10p per sheet.

For patients to read their records in the presence of the Practice Manager, the charge is £10.

We will aim to comply with your request within 14 days.