Requesting Records (SAR)

If you wish to see or have a copy of the information we hold about you, you can make a Subject Access Request or SAR. These requests can be made at the reception area where a request form can be obtained, or you can download the  SARs Form

Where necessary, we may require acceptable proof of identification and address consisting of one item from List A and one from List B:

• A - Birth certificate, marriage certificate, passport or driving license;
• B - Bank/Building Society statements, recent utility bill, tax certificate, letter from Department of Work and Pensions.

All requests will be recorded and normally responded to within 30 days. If your request is complex or considered excessive, we may require extra time to consider your request. However, we will inform you if this is the case.  

In most circumstances we will not charge to fulfil your request although, a reasonable fee may be charged for the administration of the request in certain instances, for example, if we think your request is manifestly unfounded or excessive or where further copies of information are requested.

The Practice is the data controller for the health records of Patients registered with us. Where an individual is not currently registered with a GP or is deceased, then these records are held by NHS Wales Shared Service Partnership (NWSSP). Please visit the NWSSP website for further information.

Third party Subject Access Requests

Individuals can authorise third parties (for example, solicitors) to make a SAR on their behalf. Health and care providers releasing information to solicitors acting for their patients and service users should ensure they have the individual’s written consent.

It is important to draw a distinction between SARs (made by someone acting on the patient’s behalf) and requests made under the Access to Medical Reports Act (AMRA). Requests under the AMRA are made by a third party who is not necessarily acting on the patient’s behalf - for example, an insurance company. If the request from the solicitor is for a copy of the patient and service user’s health record (or extracts of the record) it is deemed to be a SAR. If the request is asking for a report to be written, or it is asking for an interpretation of information within the record, this request would go beyond a SAR. It is likely that such requests will fall under the AMRA framework for which fees can be charged.

Letter Requests 
If you require a more specific letter with regards to certain diagnosis and treatments, these requests come under the remit of our Private Services and are not covered by a simple SAR request. These services are not covered under our contract with the NHS and therefore attract charges.  These charges are required to be paid up front upon receipt of receiving your completed request. Charges for letters are usually £35 unless our reception team will advise otherwise at the time your request is made.