This page explains how to request GP medical records in Northern Ireland. It covers requests from: the patient, a relative of a living patient, a relative of a deceased patient, a solicitor, and GP practices.
We can help with GP records only. For hospital records, contact your Health and Social Care Trust (see Useful links below).
If you are the patient
Step 1: Check your GP practice
• If you are registered with a GP in Northern Ireland, contact your current GP first.
• If you recently moved to a new GP in Northern Ireland, your previous practice may still hold your notes for a period.
• If your current GP does not hold your notes, contact the BSO Medical Records Queries team (details below).
Step 2: Submit a request
• Complete the SPPG Access to Medical Records request SPPG Request for Access to Records Form
• Proof of identity (copy or original ID documents)
• Evidence of Authority
• Return the completed and signed Request for Access to Patient / Client Records Form along with supporting documents to: SPPG.MRR@hscni.net
Or
Alternatively, completed forms and the necessary supporting documents can be posted to:
Medical Record Request
Strategic Planning & Performance Group of the Department of Health
3rd Floor
Finance and Corporate Governance Directorate
12-22 Linenhall Street
Belfast
BT2 8BS
If you are a relative of a patient who is still living
• In most cases, the patient should request their own records.
• If the patient wants you to act on their behalf, they must give written consent/authority and provide photo ID.
• If the patient cannot act for themselves, you’ll need proof that you can act (for example: parental responsibility documents for a child, or relevant court orders/Power of Attorney).
• You will be asked to complete the access request form and provide ID for both the applicant and the patient.
If you are a relative of a patient who has died
• Tell us why you need the records. If it relates to a claim arising from the death, check whether a solicitor is acting.
• You will need:
• Death certificate (copy)
• Proof you are entitled to apply (for example Executor/Administrator:
Grant of Probate or
a copy of the Will or
Letters of Administration or
a letter from court or solicitor stating that you are a Personal Representative)
• Photo ID for the applicant
• Complete the access to records request form and follow the submission instructions.
If you are a solicitor
Include in your request:
• Patient details (full name, DOB, address, GP details)
• Legal basis/authority to access (signed patient authority / executor/administrator authority / court order)
• What you need (e.g., all GP records or a defined time period/incident)
If you are a GP practice
Within the UK
• Contact BSO Medical Records Queries for guidance on transfers/requests (details below).
Outside the UK
• There is no agreement for us to send GP records directly to practices outside the UK.
• Ask the patient to complete the Access to Medical Records request form SPPG Request for Access to Records Form and provide photo ID.
• The patient can nominate your practice to receive the records after review. We act on the patient’s request, not on an overseas practice request.
Useful links and contacts
• BSO Medical Records Queries (patients who moved GPs / general queries): Email: medicalrecord.queries@hscni.net Tel: 0300 555 0113
• HSC Trust contacts (hospital records): https://www.nidirect.gov.uk/contacts/health-and-social-care-trusts
• BSO Family Practitioner Services (general information): https://bso.hscni.net/directorates/operations/family-practitioner-services/
Data protection: Please do not include sensitive information in an email unless you’ve been asked to do so.