Requests for health records

The Request for Information (RfI) team is responsible for implementing requirements under the Data Protection Act 1998, whereby all patients have the right to access their own medical records.

In addition, relatives of deceased patients may be able to access medical records under the Access to Health Records Act 1990, providing they are able to provide proof of entitlement to act as the Personal Representative of the deceased or are making a claim arising from the patient’s death.

If you wish to access medical records please download the application form:

Alternatively a form can be sent out to you if you contact the RfI team by:

Request for Information Department
Corporate Governance Office
Eastbourne DGH, Kings Drive
Eastbourne
BN21 2UD

Checking of identity and legal right to view or receive copies of health records

If you are applying in relation to your own health records you will need to supply copies of the following documentation:

  • 1 x copy of current photo ID (e.g.a passport or driving licence or bus pass) and
  • 1x copy of a utility bill showing your current address (e.g. a gas bill or bank statement) – this must be dated within the last 6 months

If you are applying on behalf of someone else you will need to supply one copy of the following relevant documentation:

  • 1 x copy of your current photo ID (eg, a passport or driving licence or bus pass)
  • 1 x copy of your utility bill showing your current address (eg, a gas bill or bank statement) – this must be dated within the last 6 months.

And one of the documents below, which is most appropriate:

  1. Will or Grant of Probate if you are applying on behalf of a deceased person
  2. Parental responsibility – child’s full birth certificate / Parental Responsibility Agreement or something similar
  3. Power of Attorney (healthcare version) if you are applying for an adult who cannot consent for themselves.

Fees for providing access to health records

The fee for viewing health records is set at £10.00. Please note that should copies of medical records then be required there will be a charge of £0.35p for each page requested.

The fee for receiving copies of health records (for a living patient) will be a maximum of £50.00.

The fee for receiving copies of health records (for a deceased patient) will be a fee of £10.00 plus a charge of £0.35p for each page of records copied,please note that there is no maximum fee.

The fee for providing radiology only will be £10.00 per request (for a living patient), plus 35p per A4 page for any reports.

The fee for providing radiology only (for a deceased patient) is £10.00 per disk supplied plus 35p per A4 page for reports.

Additional information

There may be times when we are required not to show you parts of your record, but this will only happen if there is information that might relate to another patient, or if a health care professional considers that seeing the information might be harmful to you.

Deceased patient records can be destroyed after eight years. This eight year period is a legal requirement; it allows sufficient time for the relatives to find out any information regarding their family members’ health care leading up to their death. There are some exceptions to this rule.

Maternity information within the patient record must be kept until the child of the patient would be 25 years old.

Paediatric deceased notes have to be kept for 25 years.

If the cause of death for any patient is found to be suicide, notes have to be kept for 25 years.