Accessing Medical Records
If you wish to obtain your medical and personal records, permit a third party to access your medical and personal records, or access the records of a person who is deceased, you can do so under the Data Protection Law or the Freedom of Information Act 2014.
GDPR & Data Protection Acts: Subject Access Request
The Data Protection Act and General Data Protection Regulation (GDPR) gives patients the right to find out:
- if their personal data is being collected
- the purpose for collection of their personal data
- details of persons who may access their personal data
- the data retention period.
Each person has the right to obtain a copy of their personal data on request.
The Freedom of Information Act (FOI) 2014
The Freedom of Information Act 2014 legally entitles each person to:
- access information held by a body to which FOI legislation applies, unless they are specifically exempt
- have official information relating to himself/herself amended where it is incomplete, incorrect or misleading
- obtain reasons for decisions affecting himself/herself.
How to Access Your Personal Medical Records?
You can request a copy of your personal medical records by submitting a completed Access Request Form or detailed letter by email or post, or by calling the Data Protection Officer.
- Email: firstname.lastname@example.org
- Post: Health Care Records Office, National Orthopaedic Hospital Cappagh, Cappagh Road, Finglas, Dublin 11, D11 EV29
- Phone: +353 (01) 814 0432 / 0353
Access Request Form
Please complete the attached form here providing as much detail as you can to help us locate your personal medical records. You can submit this form by email or by post.
Alternatively, you can submit a request letter, with the following information :
- Full name (first name, family name, and maiden name if applicable)
- Date of birth
- Current address
- Previous address if applicable
- Telephone number
- Information that is relevant to the medical records you wish to access: date of attendance, procedure, consultant, etc.
- Photographic Identification (copy of drivers license or passport)
Proof of identity is required to verify the identity of the requestor and validate their right to access files.
You can call the Data Protection Officer to request your personal medical records. We will ask you a series of questions to help us locate your files and request proof of identification before releasing information.
How Long Does the Process Take?
We will acknowledge your request for information within 24 hours of receipt (Mon-Fri) and indicate a response time for the provision of information.
In so far as is possible, we endeavour to provide information within one calendar month of the request, although this can vary. Timelines are determined by the volume of requests being processed at the time of the request, and the accuracy and completeness of the information provided by the requestor.
There may be times when you want to authorise somebody else to access your records, for example, your GP, a legal representative or a family member. We will only give your records to someone else when we have your consent to do so. Requests should be made as outlined above, but we must also receive a letter signed by you, stating that you give your consent to the release of the records to a third party. We may contact you about the request to release your records.
Requesting the medical records of a deceased relative
A deceased patients personal representative, legal representative or family member can request a copy of the personal medical records of a deceased relative under the Freedom of Information Act. If you would like to request a medical file of a deceased relative, please post or email your request to the Freedom of Information Officer at the Hospital. Your request should contain sufficient information to enable file location, and you must include an official form of identification (a copy of your passport or driving license). Additionally, you must confirm your relationship to the deceased.
Postal Address for Requests
Freedom of Information Officer
National Orthopaedic Hospital Cappagh
D11 EV 29
Email Address for Requests
How long will the process take?
Timelines vary; however, we hope to return to you with a decision on your application within four weeks from submission. If access is granted, it can take a further two to three weeks to locate, copy and supply medical records.
It is free to obtain a copy of your medical records, however, a reasonable fee may apply for repetitive and excessive requests and in instances where additional copies of the same information are requested.