Checklist Make sure staff can recognise a subject access request by providing awareness training.  Remember that in most instances you cannot charge for such requests and a request can be made verbally or in writing. Have a procedure and policy in place which is transparent and available to the  requestor e.g. posters, website. This procedure and policy should also assist staff in acknowledging the request and making sure that two forms of valid ID are provided such as a passport, birth certificate. The procedure should include a set of standard letter templates to acknowledge and  process the request. Each request should have its own unique reference number. This request should also be recorded in the individual’s health record. Ensuring that the request its appropriately fulfilled so that only information provided is  what the person is entitled to. Provide the requestor with their information in electronic or paper format within one  month unless you can justify an extension which must be explained to the requestor. The right to rectification. An individual has a right for information to be changed if it’s not accurate (where a note would be added) or if their personal record is incomplete. Checklist Have in place a clear procedure detailing how you would handle and acknowledge  such a request and complete within one month. Ask for valid ID if you have any doubts about where this request has come from.  Consider the request and make a note to that record which states clearly if you agree  to the change and why. Add to that record a note with those changes. If the record is incomplete and you agree the additional personal data should be  added to that record, then add to that record and make a note of those changes made. If the changes cannot be made for technical or non- technical reasons then a note  should be made and added to that clients electronic file. You should inform the requestor what actions you have undertaken and justify your  decisions. For example, why something hasn’t been rectified. You must inform the requestor that they do have a right to go to the Information  Commissioners Office. (ICO) if they are dissatisfied with your response. The right to restrict processing.
Checklist  Make sure staff can recognise a subject access request by providing awareness training. Remember that in most instances you cannot charge for such requests and a request can be made verbally or in writing.  Have a procedure and policy in place which is transparent and available to the requestor e.g. posters, website. This procedure and policy should also assist staff in acknowledging the request and making sure that two forms of valid ID are provided such as a passport, birth certificate.  The procedure should include a set of standard letter templates to acknowledge and process the request. Each request should have its own unique reference number. This request should also be recorded in the individual’s health record.  Ensuring that the request its appropriately fulfilled so that only information provided is what the person is entitled to.  Provide the requestor with their information in electronic or paper format within one month unless you can justify an extension which must be explained to the requestor. The right to rectification. An individual has a right for information to be changed if it’s not accurate (where a note would be added) or if their personal record is incomplete. Checklist  Have in place a clear procedure detailing how you would handle and acknowledge such a request and complete within one month.  Ask for valid ID if you have any doubts about where this request has come from.  Consider the request and make a note to that record which states clearly if you agree to the change and why. Add to that record a note with those changes.  If the record is incomplete and you agree the additional personal data should be added to that record, then add to that record and make a note of those changes made.  If the changes cannot be made for technical or non- technical reasons then a note should be made and added to that clients electronic file.  You should inform the requestor what actions you have undertaken and justify your decisions. For example, why something hasn’t been rectified.  You must inform the requestor that they do have a right to go to the Information Commissioners Office. (ICO) if they are dissatisfied with your response. The right to restrict processing.
Patient-Individual-Rights.docx