Accessing health records for research
The Royal London Health Record department is trialling a change in procedure for staff placing ad hoc requests for a patient’s health record.
From Monday 20 November all requests for patients Health Records must be made in writing using the “Request for Health Records Form”. Verbal requests for health records will no longer be taken.
Following a review of the pilot process a number of changes will be made to how health records are requested for research and audit purposes. The R&D Office would like to consult with researchers about the process in the coming weeks before obtaining approval from the Clinical Research Board for the revised procedures. In the interim a revised request form specifically for research and audit will be used. For research requests please ensure that you provide a copy of the Final R&D Approval letter with your completed request form. For audit requests please ensure that you have first contacted the Clinical Effectiveness Unit and obtained the relevant 'passport' paperwork to include with your request form.
Download Request for health records word form.
For research and audit requests please direct any enquiries to Dennise Savage (Dennise.Savage@bartsandthelondon.nhs.uk) and Janet Vincent (Janet.Vincent@bartsandthelondon.nhs.uk) in Health Records.
All requests are no longer restricted to 3 health records, but a reason must be given for all ad-hoc requests and at least 48 hours notice must be provided. Requests for large numbers of health records will require longer time to complete. If this is the case, the requester will be informed.
Requests for Health Records for Clinical Audit and Research must provide at least 4 weeks notice and is restricted to a maximum of 25 case-notes at a time.
Requests for Research, Clinical Audit or Patient Complaint must provide either the approval number or Datix number.
Requests for health records for a patient attending clinic/emergency admission should be directed to the appropriate team leader. Please refer to the staff structure to find out who can be contacted.
Download FAQ about requesting health records.