Medical Records Release Letter Template for England and Wales

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Key Requirements PROMPT example:

Medical Records Release Letter

"I need a Medical Records Release Letter to authorize the transfer of my complete medical history from London General Hospital to Dr. Smith at Manchester Clinic for ongoing treatment of a chronic condition, with records to be transferred by March 2025."

Document background
The Medical Records Release Letter serves as a crucial document in the healthcare information management process within England and Wales. It is used when patients or their authorized representatives need to obtain copies of medical records from healthcare providers. The letter must comply with strict data protection requirements under UK law, including the Data Protection Act 2018 and UK GDPR. This document is essential for maintaining patient privacy while facilitating necessary access to medical information for purposes such as ongoing treatment, legal proceedings, or insurance claims.
Suggested Sections

1. Patient Information: Full name, date of birth, address, NHS number of the patient whose records are being requested

2. Requestor Details: If different from patient, including relationship to patient and proof of authority to request records

3. Healthcare Provider Details: Name and address of the healthcare provider holding the records

4. Records Specification: Detailed specification of which records are being requested, including relevant date ranges

5. Purpose of Release: Clear statement of the purpose for requesting the medical records

6. Consent Statement: Express authorization for the release of medical records, including GDPR compliance statement

Optional Sections

1. Urgency Statement: Optional section to be included when records are needed by a specific date or for urgent medical care

2. Third Party Authorization: To be included when records are to be sent to a third party, such as another healthcare provider or legal representative

3. Specific Exclusions: Section specifying any particular records that should be excluded from the release

Suggested Schedules

1. Identification Documents: Copies of required identification documents for patient/requestor

2. Proof of Authority: Documentation proving authority to request records (Power of Attorney, Court Order, etc.)

3. Previous Correspondence: Copies of any relevant previous communication regarding the records request

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant Industries
Relevant Teams
Relevant Roles
Industries

Data Protection Act 2018: UK's implementation of GDPR requirements, setting out rules for processing personal data and defining special category data including health information

UK General Data Protection Regulation: Core regulation governing personal data processing in the UK, establishing data subject rights and requirements for lawful processing of health data

Access to Health Records Act 1990: Legislation governing access to deceased patients' records, establishing who can access records and relevant time limits

Mental Capacity Act 2005: Legislation relevant to handling medical records of patients lacking capacity, determining who can make decisions on their behalf

Common Law Duty of Confidentiality: Professional and legal obligation to maintain patient confidentiality, with exceptions for explicit consent or legal requirements

NHS Guidelines and Professional Standards: Including NHS Code of Practice on Confidential Information and GMC guidance on confidentiality, providing practical frameworks for handling medical records

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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