Patient Access to Records

Policy

For requests to access personal information from anyone other than the patient or their legal representative, see Disclosing Patient Information.

We comply with the information privacy principles of the:

• Privacy Act 2020
• Health Information Privacy Code 2020.

Patients are entitled to access their personal information. Parents or guardians of patients under 16 are also entitled to request the patient's information unless there are good reasons to withhold it.

We clearly document all requests for information and any information that is disclosed. We verify the identity of the person requesting access to patient information before releasing any information.

Consult with the privacy officer if there are any questions or concerns around releasing patient information.

For more information, see Privacy Commissioner | Te Mana Mātāpono Matatapu: HIPC Factsheet 4 - Dealing with Access Requests and Medical Council of New Zealand: Managing Patient Records.

Patient information access requests

When a patient or their representative requests access to their information:

1. Encourage the patient to submit their request in writing.

   While there is no required format for requests, written requests create a record of the request and ensures you know what information the patient is looking for.

2. Verify the identity of the patient or their legal representative requesting the information. If no form of identification is on file, we request and copy an original form of identification.
3. As soon as reasonably practicable, but within 20 working days of request, assess whether:
   • we hold the information requested

     We may recieve a request for information we do not hold, but believe:

     • is held by another agency
     • is more closely connected with the functions or activities of another agency.

     In this case we promptly, but within 10 working days of request, transfer the request to the other agency, unless we have good cause to believe that the requestor does not want the request transferred. In either scenario, we inform the requestor accordingly.

   • the information requested is personal information
   • there are any grounds for withholding the personal information requested

   See Privacy Commissioner | Te Mana Mātāpono Matatapu: When can I refuse access to personal information?

   • we will include a charge
   • we will need to give a notice of extension.
4. Notify the requester regarding the outcome of the request:
   • If approved, we explain how the information will be given and whether there will be a charge. We advise the patient how they may access the information.

     Ways of accessing information can include providing:

     • an opportunity to inspect the information (under supervision to protect the file and to provide explanations if necessary)
     • a copy of any document
     • a verbal explanation of the information
     • a summary of the personal information held.
   • If the request is not granted or some information is withheld, we explain why and advise the requester of their right to complain to the Office of the Privacy Commissioner.

Patient records, patient notes, accessing patient notes