Medical Record Requests

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 local Health and Social Care Trust

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

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 via email to: SPPG.MRR@hscni.net

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).
• 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:

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.