Can I Access My Medical Records?

Under the information commission office (ICO) rules you have the right to access information held about you. This is known as a subject access request. This right of access means that you can make a request under the Data Protection Act to any organisation processing your personal data. The act calls these organisations data controllers.

Data controllers include Ramsay Health Care at Oaks Hospital. Please note that doctors working privately at Oaks Hospital can also be registered as data controllers so hold their own records.

How Do I Request My Records?

 A request for health records can be made in writing or verbally. When requesting your personal information in writing you should include the following:

• A letter addressed to the Medical Records Department with your full name, address and contact telephone number.
• Any information used by us to identify or distinguish you from others of the same name (your patient number, your date of birth, your NHS number)
• Details of the information you require and any relevant dates, for example your records between 2016-2018 held by Ramsay Health Care at Oaks Hospital.

We would prefer you to make your application using the `Access To Health Record Form` as this would help us to service your request quickly and efficiently, however, using the form is not mandatory. For a copy of this form please contact the Medical Records team on 01206 753280 or email them at 

As private doctors hold their own notes, they require a request in writing separately. Please send a letter addressed to the doctor courtesy of Oaks Hospital including the same information as above.

Ramsay Health Care policy is to see two forms of identification before any records are released. One must carry a recent photograph for example, a photo card driving license, passport or military identity card. The other must include you current address e.g. A recent bank statement, credit card statement or utility bill dated within the last 3 months. These documents will be requested from you once the request has been received.

Once identity has been seen and verified Oaks Hospital has one calendar month to comply with your request. Please note, however, that if we are not supplied with suitable identification this time frame will be suspended until you provide us with the information we need.

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