Patient Access Request

Summary

A Subject Access Request (SAR) is a request to an organisation (under the Data Protection Act 2018) for a copy of personal data held by that organisation. 

Is there a fee for submitting a Subject Access Request?

No. However, the Trust can charge a ‘reasonable fee’ when the request is deemed ‘manifestly unfounded or excessive’ or if it is repetitive. Fees will be based on administrative costs of providing the information. 

How long does the Trust have to disclose?

The trust must respond to your request within one month (unless advised otherwise by court order).

If clarification or identification is required, or you have made a number of requests or your request is complex, the Trust may need extra time to consider your request and this can take up to an extra two months to respond. If this is the case the Trust will inform you within one month and explain why the extension is necessary.

Will I always receive everything I asked for?

Not always. The amount of information you receive depends on the circumstances of the request.  You may receive only part of the information you have requested, or none at all. In such cases, the Trust will inform you within one month and explain the reason.

Will I always receive full disclosure electronically through this portal?

Not always. The disclosure will depend on the information you request. You may receive information via this portal, paper (via Royal Mail) and Image Exchange Portal (IEP). In such cases, the Trust will inform you upon disclosure on how you will receive full disclosure.   

Will I need to provide identification?

Identification checks are required by the Trust for security, this is to protect personal data from unauthorised access.

For personal requests, you must provide two forms of identification; 1 to confirm your identity (Passport, Driving licence, National Identity card), and 1 to confirm your current address (Utility bill, local authority council tax bill, bank or credit card statement).

A request on behalf of someone (living or deceased) you must provide your identification and one of the following:

Request on behalf of:Document required
Child or young personCopy of the child's full birth certificate
Deceased patient

Copy of the Will stating that you are the executor of the deceased's estate;

or


Probate form stating that you are the deceased's personal representative

Living patient

Signed letter of consent from the patient that confirms authorisation to act on their behalf;

or


Court Order stating that you have power of attorney for Health and Welfare

Contact details

For further queries please contact the Trust using the information below 

Subject Access Request Department

Tel: 01892 638995

Email: mtw-tr.SAR@nhs.net

Opening hours: 9am - 5pm, Monday - Friday (excluding English bank holidays)

Legal Services Department

Tel: 01892 634049/634430/638973

Email: mtw-tr.legalservices@nhs.net

Opening hours: 9am - 5pm, Monday - Friday (excluding English bank holidays)

Further information

Visit Maidstone and Tunbridge Wells website  Your information

Radiology images are sent via Image Exchange Portal and must be accessed within 14 days of the disclosure date


How to make a request

If you would like to request a copy of healthcare records held by Maidstone and Tunbridge Wells NHS Trust, please complete the online application. 

Get started online

To start your application, create an account or login if you are an existing user.