Trying to access medical records can feel confusing, especially if you have never done it before. You may not know who to contact, what you are entitled to, or how long it should take.
In some cases, the situation can be more sensitive. You may be requesting records for a loved one who has passed away, or trying to understand what happened during treatment. This can make the process feel even more difficult.
Medical records are an important source of information. They can help you understand your care, support insurance or legal matters, and in some cases, provide evidence for a potential claim.
Our experts at TBI have put this guide together to explain the process clearly and in plain English.
In this article, you will learn:
If you are unsure where to start, this guide will help you understand your rights and take the next step with confidence.
Medical records are detailed documents that record your medical history and treatment.
They are created and updated by healthcare professionals whenever you receive care. This can include GP visits, hospital treatment, or specialist appointments.
Medical records usually contain:
These records give a full picture of your health and the care you have received over time.
In the UK, medical records are held by the organisation that provided your care.
This may include:
Each organisation is responsible for storing and managing its own records. This means you may need to contact more than one provider if your treatment involved different services.
If you are requesting medical records, it is important to identify where your treatment took place so your request can be sent to the correct organisation.
This is usually done through a Subject Access Request (SAR) under UK GDPR. You can request records from your GP, hospital, or any healthcare provider that has treated you.
You do not need to give a reason. You are entitled to see:
In most cases, your records should be provided within one month.
You can only request someone else’s medical records in limited situations.
This usually requires:
For example, a parent may request records for a child, or someone with power of attorney may act for another person.
Without this authority, access will usually be refused.
Access to deceased medical records is handled differently.
These requests are covered by the Access to Health Records Act 1990, not GDPR.
You may be able to request records if you are:
You will usually need to provide documents such as a death certificate or proof of your role.
If you are unsure whether you can access records, getting advice early can help avoid delays and confusion. Please contact us, and we’ll help direct you.
Start by working out who holds the records you need.
This could be:
If your treatment involved more than one provider, you may need to contact each one separately.
Step 2: Make a Subject Access Request (SAR)
Most requests are made using a Subject Access Request.
You can do this by:
Your request should clearly state that you are requesting medical records. This helps avoid delays.
To process your request, the organisation will need enough detail to locate your records.
This usually includes:
If you are requesting records for someone else, you will also need proof of authority.
You may be asked to confirm your identity.
This could include:
This step is important to protect sensitive information.
In most cases, you should receive your records within one month.
Delays can happen if:
If your request is urgent, it is worth stating this clearly when you submit it.
If you are unsure how to request medical records or are not getting a response, one of our solicitors can step in and handle the process on your behalf.
In most cases, you should receive your medical records within one month of making a request.
This timeframe applies to Subject Access Requests under UK GDPR. Healthcare providers are expected to respond within this period, either by supplying the records or explaining any delay.
Some requests may take longer, depending on the situation.
Common reasons for delays include:
In these cases, the provider may extend the timeframe by up to two further months. They should inform you if this happens.
Requests for deceased records can sometimes take longer.
This is because:
Under UK GDPR, organisations cannot usually charge a fee for providing copies of your records. This applies to standard Subject Access Requests made to GP surgeries, hospitals, and other healthcare providers.
There are some situations where a fee may apply.
You may be charged if:
Any fee must be reasonable and based on the cost of providing the information.
Requests for deceased medical records may involve a small fee.
This can depend on:
Before charging a fee, the provider should explain:
Healthcare providers cannot refuse access without a valid reason. In most cases, they must explain why and what you can do next.
A request may be refused if:
In these situations, the provider should clearly explain their decision.
If you do not receive a response within one month, or the process is taking longer than expected, you can take action.
You can:
Keeping a record of your request and any communication will help if you need to escalate things.
If you are struggling to access records, or something does not feel right, it may be time to get legal advice.
A solicitor can:
This is especially important if you need the records for a legal matter, such as a medical negligence or personal injury claim.
They provide a clear, factual account of your treatment, diagnosis, and the care you received. This makes them essential in both personal injury and medical negligence cases.
Medical records help show:
For example, if there are gaps in treatment, delays in diagnosis, or incorrect decisions, this may support a claim.
If you are considering legal action, your records can be used to:
They form the foundation of most claims and are often the starting point for any investigation.
If your records raise concerns, it does not always mean negligence has occurred. However, it may indicate that further investigation is needed.
In this situation, a solicitor can:
If you believe something went wrong with your care, or you need help understanding your records, TBI can guide you through the next steps and advise you on your options.
You can request medical records in the UK by making a Subject Access Request (SAR) to the organisation that holds them.
This is usually your GP surgery, hospital, or clinic. You can request records by email, letter, or through an online form. Your request should include:
In most cases, you do not need to explain why you want the records. The organisation should respond within one month.
Only certain people can access medical records after death.
This is usually limited to:
You will need to provide documents such as a death certificate and proof of your role. These requests are handled under the Access to Health Records Act 1990, not GDPR.
If you are unsure whether you qualify, getting advice early can help avoid delays.
Medical records are kept for different lengths of time depending on the type of record.
For example:
Older records may still exist in archives, especially if they are needed for legal reasons. If you are unsure, it is still worth making a request.
If your request is refused, the organisation must explain why.
You can then:
Refusals are not always final. In some cases, access can be granted once more information is provided or the request is clarified.
Requesting medical records can be straightforward in some cases, but it can quickly become frustrating if there are delays, refusals, or missing information. This is where we can help.
At TBI, we deal with medical records requests regularly, especially where they are needed for legal claims. We understand how the system works and how to get the information you need.
We can:
If you are considering a medical negligence or personal injury claim, this is particularly important. Medical records form the foundation of your case, and having them properly obtained and reviewed can make a significant difference.
We aim to make the process as simple as possible. You do not need to deal with multiple organisations or complicated requests. We handle it for you and keep you updated in clear, straightforward terms.
If you are struggling to access records or want to understand what they show, speaking to our team can help you move forward with confidence.
