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Medical Records

Confidentiality & Access To Medical Records

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 Brookfield Surgery. 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 2020, 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.

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, you can do this by downloading the SAR form, please follow this link:

Access to Medical Records SARS for Adults

Access to Medical Records SARS for 13-18 year olds


Collect an SAR form from reception and return the completed paper copy of the SAR to the organisation with two forms of ID (photo and bank statements). 

Patients do not have to pay a fee for copies of their records.

Time frame

Once the SAR form is submitted Brookfield Surgery 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 Brookfield Surgery the data controller is Dr Rao and should you have any questions relating to accessing your medical records, please ask to discuss this with the named data controller or Practice Manager.  

Everyone working for the NHS has a legal duty to keep information confidential. It may sometimes be necessary for us to share information with other agencies, for example to notify a birth, but we only ever pass on information if people have a genuine need for it in your interest. Further information on the sharing of information is available at the surgery.

Online Summary Access

As of the 3rd of Oct 2014 our online service has allowed patients to view summary information which includes allergies, adverse reactions and medication issued for a 6 month period. If you would like to register for the on-line service, please call in at reception. You will be asked to provide photographic evidence of identity in order to comply with our data protection regulations.

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