Access to Records




Subject Access Requests (SARs)

Patient Information

This surgery now uses eMR, provided by MediData Exchange, to process your Subject to Access Request, also known as a ‘SAR’.

You will be asked to sign a consent form, allowing us to do this.

We will also ask you for an email address and a mobile phone number so that you can access your Patient Record securely online.

If you do not have an email address or mobile number, then either we can print off a hard copy for you or you can provide family or a relative’s details, with their permission.


How does online access work?

  • When we have processed your SAR you will be sent an email notification with a link to access your record.

Please note: This email may land in your ‘junk’ email so you will need to click and drag it over to your ‘inbox’ for the link to work.

  • Click the link and follow the on-screen instructions.
  • You will be asked to request an ‘access code’ which will be sent by text message to your mobile phone. This is for security purposes.
  • Once you enter this code – you will be able to view, print or download a copy of your medical record. You can also authorise a 3rd party, for example a Solicitor to access this information.

Can the surgery send it directly to the Solicitor?

Under new regulations, we are obliged to send the Patient record to you, as it is your personal information. It is then your choice with whom you would like to share this information.

If you have any difficulties accessing your record, please contact MediData Exchange.


Accessing your medical records at Hedena Health


In accordance with the General Data Protection Regulation, patients (data subjects) have the right to access their data and any supplementary information held by Hedena Health; this is commonly known as a data subject access request (DSAR). Data subjects have a right to receive:

  • Confirmation that their data is being processed
  • Access to their personal data
  • Access to any other supplementary information held about them

Options for access

As of April 2016, practices have been obliged to allow patient’s access to their health record online. This service will enable the patient to view coded information held in their health record. Prior to accessing this information, you will have to visit the practice and undertake an identity check before being granted access to your records.

In addition, you can make a request to be provided with copies of your health record. To do so, you must submit a Data Subject Access Request (DSAR) form; this can be submitted electronically and the DSAR form is available on the practice website. Alternatively, a paper copy of the DSAR is available from reception. You will need to complete the form online or return a completed paper copy of the DSAR to the practice. Patients do not have to pay a fee for copies of their records.


Time frame

Once the DSAR form is submitted, Hedena Health will aim to process the request within 21 days; however, this may not always be possible. The maximum time permitted to process DSARs is one calendar month.



There may be occasions when the data controller will withhold information kept in the health record, particularly if the disclosure of such information is likely to cause undue stress or harm to you or any other person.


Data controller

At Hedena Health the data controller is Laura Shaylor and should you have any questions relating to accessing your medical records please asks to discuss this with the above named data controller.