Patients and visitors
How to access your medical records
Accessing your medical records
You have the right to obtain a copy of the personal information that Cromwell Hospital holds about you, including information contained within your medical records.
Medical records contain information relating to your health, treatment, and care. Requests for access are processed in accordance with UK data protection legislation and duties of medical confidentiality.
How to make a request
You may submit a request verbally or in writing.
Requests may be submitted by:
- Email: [email protected]
- Post: Medical Records Team, Medical Records Department, Cromwell Hospital, 164 -178 Cromwell Road, London, SW5 0TU, United Kingdom.
- Telephone: 0207 460 5525 or 0207 460 5527
Where available, please provide:
- full name and any previous names
- date of birth
- current address and contact details
- hospital or patient number
- consultant, department, or service involved
- approximate treatment dates
- description of the information requested
- preferred method of receipt
You may still make a valid request if some of this information is unavailable.
Verifying your identity
Before disclosing personal information, we may need to verify your identity.
We will request only the evidence reasonably required for identity verification and will take account of information already held by the hospital where appropriate.
Suitable evidence may include:
- passport
- driving license
- other appropriate documentation
Please do not send original identity documents.
Requests made by a representative
You may authorise a family member, friend, solicitor, or other representative to make a request on your behalf.
We will usually require:
- evidence of the representative's identity and
- evidence of their authority to act for you
Where a representative relies on a Lasting Power of Attorney, deputyship order, court order, or other legal authority, we will verify the scope and validity of that authority before disclosing information.
Requests relating to children
A child with sufficient understanding may exercise their own right of access.
Where a person with parental responsibility requests access on behalf of a child, we will consider the child's age, maturity, wishes, confidentiality rights, and best interests before making a disclosure decision.
We may request evidence of parental responsibility.
Requests relating to deceased patients
Data protection access rights apply only to living individuals.
Applications for access to the health records of a deceased patient are considered under the Access to Health Records Act 1990.
Applications may be made by:
- the deceased patient's personal representative or
- a person with a claim arising from the patient's death.
We may require additional evidence, including:
- proof of identity
- death certificate
- probate or administration documents
- evidence supporting the claim
Please contact [email protected] or call us before submitting documentation.
Receiving your information
Information may be provided by:
- secure electronic delivery
- secure postal delivery
- collection from the hospital
- supervised access at the hospital
If you prefer to inspect your records at the hospital, please tell us when making your request.
Large files, including diagnostic images, may require a separate secure transfer method.
Please tell us if you require information in an accessible format or need a reasonable communication adjustment.
For information about how Cromwell Hospital processes personal information, please refer to our Privacy Notice.
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