Please note – there is currently a delay in responding to Access to Health Records Requests of approximately 4 months. Please be assured that we will do everything we can to issue a response as soon as possible however during this period we would request that you do not contact the team for updates on your request as this will potentially delay the process further. Please accept our apologies for any inconvenience this causes.

Guidance

The Access to Health Records Act 1990 allows certain individuals to request access to a deceased patient’s health records.

There is not an automatic right of access to a deceased patient’s records and normally access will only be granted if the applicant can evidence that they are the deceased patient’s personal representative (e.g. by showing that they are the Executor of the Will or Administrator of the deceased person’s estate within the Grant of Probate) or is likely to have a claim arising out of the patient’s death. The applicant must specify what claim is being made, and only information that is relevant to the claim will be considered for release.

If you are requesting information about your own records please use the Subject Access Request form :: Mid Cheshire Hospitals NHS Foundation Trust.

If you have any queries or would like further information about your rights for access to your health records, please contact us by:- Telephone: 01270 273917 E Mail: SARS@mcht.nhs.uk

Section 1 - Your name and address

Section 2 - Details of Deceased Patient

Section 3 - What information is requested?

Please provide a clear description of the information you require. Where possible please describe:

Please note, the Trust holds a significant number of different types of data stored in various different records management systems. However the majority of patient information is retained within our Electronic Patient Record system (EPR) which went live in June 2025. Therefore, if no description of the data being requested is provided the Trust will provide any data it holds about the deceased that is recorded on the EPR.

Section 4 - Your relationship to the patient

I am the deceased patient’s personal representative – confirmation required. Please provide the following:

  • Copy of will where you are named as Executor, or
  • Grant of Probate, or
  • Letters of Administration

A copy of the death certificate is also required. If you have a claim arising from the patient’s death, please give details of the exact nature of the claim below:

Section 5 - Confirming your identity and address

Please do not send any original documents. You can send printed copies or electronic copies. We need to see:

➢ One document confirming your name, from Group A

➢ One document confirming the name of the person you are applying on behalf of, from Group A

➢ One document confirming your address, from Group B

➢ All documents needed to show that you have the authority to access the records, from Group C

A. Documents that confirm your name / name of the person you are applying on behalf of:

  • Full driving licence
  • Passport
  • Birth certificate
  • Marriage certificate
  • NHS Digital identity badge

B. Documents that confirm your address:

  • Utility bill
  • Bank statement
  • Credit card statement
  • Benefit book
  • Pension book

C. Documents that confirm you are allowed to act on behalf of the deceased person you are making the request for:

  • Grant of probate
  • Letters of Administration
  • Copy of death certificate is also required

Declaration

Option 1 

I confirm that I am the deceased patient’s personal representative and have enclosed evidence of my status as Executor of the will or Administrator of the Estate together with two items of evidence that confirm my identity: (Proof of identity and evidence of being granted Power of the Executor of the Will or the Administrator of the deceased patient’s estate)

Option 2

I confirm that I have a claim arising out of the patient’s death and have enclosed 2 items of evidence that confirm my identity and documented evidence of my claim

I certify that the information given in this form is true. I understand that it may be necessary for Mid Cheshire Hospitals NHS Foundation Trust to confirm my identity and it may be necessary to obtain more detailed information in order to confirm my identity and/or locate the correct information.

Required