Access your health records
Updating your personal address or contact details
You can update your contact details on your NHS record using the main NHS website.
Access to your own health records
The General Data Protection Regulations 2018 (GDPR) allows you to find out what information is held about you. This is known as “right of subject access”. It applies to your health records.
If you wish to see your East Kent Hospitals health records you should make a written request to the address below. You should also be aware that in some cases your right to see some details in your health records may be limited in your own interest or for other reasons.
To access a copy of your health records, please follow these steps:
Complete the relevant form
Attach / include copies of two forms of identification from the lists below (one from section A and one from section B)
Send the form
1. Download the access forms
Download the personal access to records application form (adult) Download the personal access to records application form (child)2. Required identification documents
Please include copies of one item from Section A and one item from Section B:
Section A - something to prove who you are
UK Passport
Passport from eligible countries including EU/EEA
Driving licence (Provisional driving licences without a photo are not acceptable)
EU/EEA National Identity card
UK birth certificate
National Insurance Card
Medical card
Section B - something with your current home address (less than three months old)
Utility bill - (Mobile Phone Bills and Credit Card statements are not accepted)
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 us on 01233 633331 (Ext 724 3046) or ekh-tr.accesstorecords@nhs.net.
3. Send your form and documents
Please complete the relevant request form including your copies of documents and return to ekh-tr.accesstorecords@nhs.net or post to:
Access to Records Department
Royal Victoria Hospital
Radnor Park Avenue
Folkestone
Kent
CT19 5BN
Deceased patients
To request a copy of a deceased patients health record you will also need to provide the Patients Will or Letter of Probate.
If you do not have the Will or Letter of Probate you will need to become a personal representative. This is done by applying for Letters of Administration (court process) or Grant of Probate.
Please read the following Information for applications and then use the following form:
Deceased patient access to records application formContact us
Telephone: 01233 633331 Ext 724 3046
The Department is open from 8.30am to 4pm, Monday to Friday and excluding Bank Holidays.
Information about your data
Why we collect information about you
The NHS keeps records about your health and any treatment and care you receive. These help ensure that you receive the best possible care from us. They may be written down (manual records), or held on computer.
The records may include:
Basic details about you, such as date of birth, address and next of kin
Notes about your health
Details about the treatment and care you receive
Results of investigations, such as X-rays and laboratory test
Relevant information from other health or social care professionals, or those who care for you and know you well.
How your records are used to help you
Your records are used to guide professionals in the care you receive to ensure that:
Your doctor, nurse or any other health or social care professionals who care for you has accurate information about your health and care so far. They will use this to assess the care that you need going forward.
Full information is available if you see another doctor, or are referred to a specialist or another part of the NHS
There is a good basis for assessing the type and quality of care you have received
Your concerns can be properly investigated if you need to complain
How your records are used to help the NHS
Your information may also be used to help us:
Make sure our services can meet patient needs in the future
Review the care we provide to ensure it is of the highest standard
Teach and train healthcare professionals
Conduct health research and development
Audit NHS accounts and services
Prepare statistics on NHS performance
Investigate complaints, legal claims or untoward incidents.
How we keep your records confidential
Everyone working for the NHS has a legal duty to keep information about you confidential.
You may be receiving care from other organisations as well as the NHS (like Social Services). We may need to share some information about you so we can all work together for your benefit. We will only ever use or pass on information about you if others involved in your care have a genuine need for it. We will not share your information to third parties without your permission, unless is it a special case. This includes situations where the health or safety of others is at risk, or where the law requires the information to be passed on.
Anyone who receives information from us is also under a legal duty to keep it confidential.
Information that we have to share
We are required by law to report certain information to the appropriate authorities. Occasions when we must pass on information include:
Notification of births and deaths
Where we encounter infectious diseases which may endanger the safety of others
Where a formal court order has been issued
To help prevent, detect or prosecute serious crime.
Requests for information held by your GP
If your request is for information that is held by your GP, you will need to contact your GP directly. We are unable to help with requests for information that is held by GPs.
NHS Digital
NHS hospitals are required by law to send information about patients to NHS Digital. This information enables hospitals to be paid for the treatment they provide. It is also used to support, monitor and improve healthcare provision. This is generally referred to as Secondary User Services and Hospital Episode Statistics.
You can object to your information being used for anything other than your direct care by completing the form on NHS Digital Your Data Matters.
This applies solely to hospital information.
For more information about the care data initiative relating to GP information please go to the NHS Choices website.
Hospitals cannot refuse to provide data to NHS Digital.