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Our values: Care with compassion, Respect and dignity, Striving to excel, Professional standards, Working together
Health (Medical) Records
Health Records

Health records

To help us keep your records up-to-date, please tell us if you change:

  • Your address
  • Your telephone number
  • Your GP
  • Your name.

 

Please contact Health Records on 01322 425381 or email: dgn-tr.healthcarerequests@nhs.net remembering to give as much detail as possible.

What information do we keep about you? 

Like all hospitals, we keep accurate and up to date information about our patients, including details of all their treatments. This means health professionals have the information they require in order to give you the best possible treatment. We take great care to look after your records properly and anyone who has access to them is obliged to respect their confidentiality. If you would like to know more about this, please write to:

 

Records Access Officer, Darent Valley Hospital, Darenth Wood Road, Dartford, Kent, DA2 8DA.

Can you see your patient records?

In most cases you have a legal right to see your health records.

How do I request access to my own health records?

Under the General Data Protection Regulation anyone can make a request to see the information that Dartford & Gravesham NHS Trust holds about them.


To access a copy of your health records, please complete the relevant form below and send it, together with copies of two forms of identification from the table below (one from section A and one from section B).


Section A - Something to prove who you are

  • UK Passport
  • Passport from eligible countries including EU/EEA
  • Driving licence (driving licences without a photo are not acceptable)
  • EU/EEA National Identity card
  • UK birth certificate (under 18s only)
  • National Insurance Card (Under 18s only)
  • Medical card (under 18s only)

Section B - Something with your current home address (less than three months old)

  • Utility bill
  • Phone bill
  • Local authority council tax bill
  • HMRC tax code notification
  • Benefits or pensions notification letter confirming the right to benefit 

 

If you do not have any of these forms of identification, please contact the Trust using the information below and we will discuss how we can deal with your request.


Please complete the form for living patient with ID and send to the following postal address or email.

  

SARs Team, Darent Valley Hospital, Darenth Wood Road, Dartford, Kent, DA2 8DA.

01322 425381 or dgn-tr.healthcarerequests@nhs.net

How much will it cost?

Requests for records are now free of charge. However if the Trust believes your request to be manifestly unfounded or excessive there are two options available:


  1. We may request a “reasonable fee” to deal with your request, which will be based on the administrative costs of complying with your request; or
  2. We may refuse to deal with your request.


If we decide to charge a fee we will promptly notify you of the reasons why and the amount before completing the request. If we refuse to deal with your request, we will promptly notify you of the reasons why.

How long will it take?

The Trust must comply with its obligations under the GDPR and within 1 month from the date of receipt of request. Should further information or identification be required, we will write to you asking for this information within a few days of receiving the request. We ask for a timely response so your request can be processed within the required time scale.


The Trust can extend the time to respond by a further two months if the request is complex or we have received a number of requests from the same individual. Should we seek to extend the time to respond, we will notify you of the request to extend without undue delay and within one month of receiving the request and explain the reasons for the extension.

Can I be refused access to my health records?

You can be refused access to your records or part of them if:

  • your doctor thinks you or someone else could be harmed as a result of providing the information
  • the information relates to, or was provided by, an identified individual apart from yourself or a health professional and it would be unfair to them for you to see that information
  • you are applying on behalf of someone who has died or who is no longer capable of managing their own affairs, but who originally provided the information to the Trust on the understanding that it wouldn't be revealed later

Deceased patients

To request a copy of a deceased patients health record please read the following Information for applications and then use the form available via the link below:  

Personal representative of a deceased patient health record application request form

The following charges apply for deceased patients records

 

Should you be unhappy with the outcome of your request, you should in the first instance contact the DPO at Dartford & Gravesham NHS Trust who will review your request.


You may also contact the Information Commissioner directly if you remain dissatisfied:

Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a local number.