Who it’s for and what people take away
Adults who want a copy of their own health records, or who help a family member with theirs, whatever their confidence with paperwork or computers.
By the end, people can:
- describe what is usually in a health record and which parts are worth asking for.
- write a clear request for their own records, in a letter, form or portal message.
- say what the law where they live allows, using the country handout, and where to complain if a request is ignored.
- check a record for mistakes and keep their copies safe.
Before the session
- Read this whole kit and the country handout for where you are teaching, and open each official link once so you know what the pages look like.
- Print one handout (with the right country block) and one worksheet per person, plus a few spares.
- Check the room has a projector or large screen, and test the slides on it before people arrive.
- Bring pens and some plain envelopes, so people can see how a posted request would look.
- Ask the host whether anyone needs large print, an interpreter or extra time, and plan for it.
- Decide how you will answer questions about someone’s own treatment: the answer is always to ask their clinician, and you can write that on a sticky note to remind yourself.
You will need
- Projector or large screen with the slides
- Printed handouts with the country block for where you are teaching
- Printed worksheets
- Pens
- A few plain envelopes
Run sheet
60 minutes. Slide numbers refer to the deck.
Session timings| Starts | Length | What happens |
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| 0:00 | 5 min | Welcome and ground rulesSlides 1–2Introduce yourself and Moraph for Good. Explain that the session is general information, not medical or legal advice, and that nobody will be asked about their own health.Say: “Today is about the paperwork side of care: how to get your own records, not what they mean for your health. If anything in your records worries you, your clinician is the person to ask.” |
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| 0:05 | 8 min | What is in a health recordSlides 3–4Walk through the kinds of information in a record and who holds pieces of it. Ask the room where they have had care and how many different places might hold records.Say: “Most people have records in more than one place: a family doctor, a hospital, a pharmacy, a lab. Each one keeps its own.” |
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| 0:13 | 10 min | Your right to see and copySlides 5–7Explain the general right, the usual steps, and what to expect on identity checks, cost and timing. Hand out the handout and point to the country block for the details.Say: “The rules differ by country, so we will keep the specifics on the handout. The steps are much the same everywhere.” |
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| 0:23 | 15 min | Activity: write a practice requestSlides 8–9Run the activity. Walk around and help with wording. Do not read anyone’s worksheet unless they ask you to.Say: “You can use your real details or practice ones. Nobody will see this unless you show them.” |
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| 0:38 | 8 min | Checking and correctingSlides 10Explain how to check a record for mistakes that matter, and how to ask for a correction or add a statement.Say: “You can let a typo go. If a mistake could affect your care, your contact details or your bill, ask for it to be fixed.” |
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| 0:46 | 7 min | Keeping records safeSlides 11–12Cover safe storage, sharing with care, and what to do on a shared computer.Say: “Once you have your records, they are yours to look after. Think about who can see them on your phone, email or kitchen table.” |
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| 0:53 | 7 min | Questions and closeSlides 13–14Take questions, using the common questions in this kit. Point people to the country block and the official sources for anything specific.Say: “If I can’t answer something, the official sources on your handout can, and I would rather point you there than guess.” |
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Write a practice request
15 minutes, using the worksheet.
- Ask everyone to turn to the first exercise on the worksheet. Explain they will draft a request they could send, using real or practice details.
- Give five minutes to decide what to ask for: the whole record, or specific parts such as test results, a list of medicines, or notes from one visit, and for which dates.
- Give five minutes to fill in the request template: who it is to, what they want, how they want it (paper, electronic, collect in person), and how they can be contacted.
- In pairs, if people are comfortable, swap only the wording (not personal details) and check: is it clear what is being asked for and how it should be sent?
- Bring the room back together for the debrief.
Questions for the room afterwards
- What was hardest to decide: what to ask for, or how you want to receive it?
- Where would you send this: a portal, an email address, a form at reception, or the post?
- What would you do if you heard nothing back after the time the law allows where you live?
Take care
General information, never advice about one person’s situation, and nothing to sell.
- Never ask anyone about their health, their conditions or what is in their records, and don’t read worksheets unless invited.
- Never interpret a record, a test result or a medical term for someone. Say that their clinician or the clinic is the right person to explain it.
- Don’t promise that a request will be free or quick. Point to the country block, which says what the law allows.
- Don’t help anyone request someone else’s records without that person’s permission or legal authority; explain that providers will ask for proof.
- Don’t name or recommend any app, storage service or company for keeping records.
Questions people ask
Do I have to say why I want my records?
Generally no. Giving a reason can help the provider find what you need faster, but in many places it is not required. The country block on your handout says what applies where you live.
Will I have to pay?
It depends on the country and on what you ask for. In some places access is normally free; in others a reasonable or minimal fee for copying or postage is allowed. Ask about any cost before the provider starts, and check the country block.
Can I get my parent’s or partner’s records?
Only with their permission or legal authority, such as a written authorization or a power of attorney, and the provider will usually ask for proof. Some portals and public systems let people give a family member or carer access.
What if the record is wrong?
Ask the provider how to request a correction, usually in writing, saying exactly what is wrong and why, with a copy of the page. If they disagree, you can usually ask for your own statement to be added to the record. The country block says where to complain.
My old doctor retired. Where are my records?
Ask the practice or clinic where you were seen; another doctor or the practice often keeps them. If you can’t find out, your local health authority or the privacy regulator listed on your handout can explain the rules where you live.
Where you are teaching
The rules differ by country. Teach the shared material from the slides, then use the block for the country you are in, and hand out that country’s sheet.
United States
- Your right to your records. A federal law, the HIPAA Privacy Rule, gives you the right to see and get a copy of your health record. Health plans and most providers, including doctors’ offices, clinics, hospitals, pharmacies, labs and nursing homes, must follow it, and you can ask for paper, electronic or other media copies.
- Cost. Getting records electronically, such as through a patient portal, will likely be free. A provider may charge a reasonable fee covering only the cost of making or mailing copies. You are entitled to your record even if you haven’t paid your medical bills.
- Timing. Under the HIPAA Privacy Rule a provider can take up to 30 days to provide your record, and up to 30 more days if they give you a reason and a new date. Some state laws set shorter timelines.
- Corrections. Ask your provider how to correct your record; they have 60 days to respond unless they ask for more time. If they refuse, you can send a statement of disagreement to be attached to your record.
- Complaints. If you think a provider wrongly refused your request, you can file a complaint with the US Department of Health and Human Services.
United Kingdom
- Subject access request. You have the right to ask an organisation, including a GP surgery or hospital, for copies of your personal information. This is called a subject access request, and you don’t need a solicitor to make one. You can include your NHS number to help them find your records.
- Cost and timing. Normally organisations can’t charge for responding. They usually have one month to reply, which can be extended by up to two more months for complex requests if they tell you why within the first month. The clock starts once they have any ID they ask for.
- Proof of identity. The Information Commissioner’s Office expects organisations to ask for ID when you request sensitive information such as health records. This protects your records.
- If you are unhappy. Complain to the organisation first. If that doesn’t resolve it, you can complain to the Information Commissioner’s Office, ideally within three months of your last meaningful contact with the organisation.
- NHS App in England. If you are 13 or over and registered with a GP surgery in England, the NHS App or NHS website can show some of your GP record, such as test results, once you prove who you are. What you can see depends on your GP surgery.
Canada
- Which law applies. Personal health information in Canada is covered by different federal, provincial or territorial privacy laws, depending on who holds it. Many provinces have their own health information law, such as Ontario’s Personal Health Information Protection Act and Alberta’s Health Information Act.
- Start with the provider. If you have a question or concern about your health information, start by contacting the organization that holds it. Each province and territory has a privacy commissioner or ombudsperson who oversees its privacy laws.
- Who to contact next. For a publicly funded hospital, contact your provincial or territorial privacy authority. For a private practitioner such as a family doctor, pharmacist or lab, it may be your provincial authority or the Office of the Privacy Commissioner of Canada, depending on your province; the Office’s website lists which.
- Where the federal private-sector law applies. Under PIPEDA you make your request in writing, and the organization must give you access at free or minimal cost within 30 days, with an extension of up to 30 more days only in specific cases. You can ask for factual errors to be corrected.
Australia
- Your right to access. Australian privacy law gives you a general right to request access to the health information a health service provider holds about you. State or territory laws cover information held by public hospitals.
- How to ask and when. Contact the provider that holds your information. You may be asked to put the request in writing and include information that identifies you. The Office of the Australian Information Commissioner generally considers 30 days a reasonable time to respond.
- Cost and refusals. A provider may charge a fee for access, but it can’t be excessive or used to discourage you. If they refuse, they must tell you why in writing and how to complain.
- My Health Record. My Health Record is a secure online summary of your health information, run by the Australian Digital Health Agency. You access it through myGov, can see who has accessed it, can set access controls, and can ask a provider not to upload a document.
- Complaints. If you are not happy with a provider’s response, you can lodge a complaint with the Office of the Australian Information Commissioner, which also oversees the privacy side of My Health Record.