Access To Medical Records




The practice is registered and complies with the Data Protection Act 1998. Any request for access to notes by a patient, patient’s representative or outside body will be dealt with in accordance with the Act. Please contact the Practice Manager for further information.

From April 2016 patients can access their medical records online. At present such access is limited to coded data only. This includes allergies, medications, immunisations, blood tests and any part of the consultation or medical history which has been clinically coded. At the moment access does not include any free text in consultations nor any attached documents. If you want to take advantage of this facility please ask at reception. Patients already using online services to order prescription and/or make appointments can apply to have their access extended to cover medical records. Once again, please ask at reception.



In accordance with the UK General Data Protection Regulation, patients (data subjects) have the right to access their data and any supplementary information held by Pinhoe and Broadclyst Medical Practice. This is commonly known as a subject access request (SAR). 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

As of April 2016, organisations have been obliged to allow patients access to their coded health record online. As of April 2022, this service now enables the patient to view their prospective full medical record. Prior to accessing this information, you will have to visit the organisation and undertake an identity check before being granted access to your records, however, you complete the online in advance.

In addition, you can make a request to be provided with copies of your health record. To do so, you must submit a SAR form. This can be submitted electronically using our Online SAR Form. Alternatively, a paper copy of the SAR is available from reception. You will need to submit the form online or return the completed paper copy of the SAR to the organisation. Patients do not have to pay a fee for copies of their records.


Time frame

Our aim is to process online access requests within 7 days.

For SARs, once the SAR form is submitted, Pinhoe and Broadclyst Medical Practice will aim to process the request within 28 days; however, this may not always be possible. The maximum time permitted to process SARs is one calendar month.



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 Pinhoe and Broadclyst Medical Practice the data controller is the Practice Manager and should you have any questions relating to accessing your medical records, please ask to discuss this with the data controller.