Freedom of information and access to records

The General Data Protection Regulation (GDPR) also allows you to find out what information about you is held on computer and in certain manual records. This is known as 'right of subject access'.

NHS website has general information on:

• How you can access your own medical records
• Learn if you can access other people's medical records
• Learn if others can access your medical records.

For medical record requests:

Information Governance Team
Northamptonshire Healthcare NHS Foundation Trust
1st Floor, Haylock House
Kettering Parkway
Venture Park
Kettering
NN15 6EY

Telephone 03000 111 133

Email: access2healthrecords@nhft.nhs.uk

Information regarding changes to how your medical record is held and shared electronically can be found if you make a written request to:

Information Governance Team
Northamptonshire Healthcare NHS Foundation Trust
1st Floor, Haylock House
Kettering Parkway
Venture Park
Kettering
NN15 6EY

Or email us at: access2healthrecords@nhft.nhs.uk

You may be entitled to receive a copy of the information you request. You should also be aware that in certain circumstances your right to see some details in your health records might be limited in your own interest or for other reasons.

More information about accessing your personal information is available from the Information Commissioner's Office.

Access to the health records of deceased patients is covered by The Access to Health Records Act AHRA) 1990
 
The Act provides certain individuals with a right of access to the health records of a deceased individual. These individuals are defined under Section 3(1)(f) of that Act as, 'the patient's personal representative and any person who may have a claim arising out of the patient's death'. A personal representative is the executor or administrator of the deceased person's estate.

There is no statutory right of access to records of deceased patients which fall outside of the time period covered by the Act and Northamptonshire Healthcare NHS Foundation Trust is unable to process requests for records of Deceased Patients where the date of death is prior to 1st November 1991.

The Trust will consider requests for access where a patient has died after 1st November 1991, but where there is no statutory right of access. These requests will be considered on a case by case basis.

Use of Video Consultation Software used as a COVID contingency measure, to enable continued communication with patients. 

A Trust initiative to reduce paper use by implementing Adobe Sign, a cloud-based e-signature solution improving efficiency, mobility, and compliance.

Digital audit and QI system replacing paper-based processes.

Digital audit management and reporting tool.

Audio editing tool for secure creation and processing of recorded materials.

Cloud-based mental health assessment platform supporting ADHD and related evaluations.

An assistive tool providing real-time captions and transcriptions to improve accessibility for individuals with hearing impairments or learning difficulties.

A secure messaging platform developed by Leicestershire Partnership NHS Trust (LPT) for confidential clinical advice, hosted on AWS by LPT's Health Informatics Service (LHIS), with data processing involving LPT, LHIS, and SMS partner Vonage.

A digital e-Consent tool replacing paper consent forms, allowing patients to receive personalized information and provide consent remotely.

Diabetes Management Software has been approved for use and is a tool that can be used by patients and staff to monitor Glucose.

A project integrating Optical Coherence Tomography (OCT) into the community-based Diabetic Eye Screening Programme by April 2025, enhancing early detection and management of diabetic retinopathy.

A web-based platform enhancing scheduling, communication, and performance management within the Trust by centralising workflow and resource data.

A feedback tool collecting service user satisfaction data from young people, parents/carers, and professional stakeholders in mental health services.

A programme collecting daily patient data from acute care providers via Foundry, a Palantir product. It streamlines data flows, reduces reporting burdens, and enhances decision-making by automating local data collection.

A treatment for Major Depressive Disorder (MDD), combining transcranial Direct Current Stimulation (tDCS) via a Bluetooth headset with an app-based behavioural activation programme to help reduce symptoms.

Cloud diabetes data platform enabling upload and review of device data by patients and clinicians.

An assessment of working arrangements with Healios for CAMHS.

A Data Protection Impact Assessment was completed for a clinical trial monitoring the use of technology to monitor a specific cohort of consenting service users. The assessment concluded that the clinical trial could proceed.

A project integrating the iDiscover enrolment process into a single platform on the NHFT website to improve accessibility, participation, and efficiency.

A quality assurance platform improving data collection, analysis, and reporting within healthcare, supporting compliance, efficiency, and patient outcomes.

Is externally owned software which allows students to send files relating to their course work. This was approved for use providing patient consent has been obtained.

Cloud platform for curated knowledge collections and digital resource guides.

Child-focused digital preparation and support platform for healthcare procedures.

Digital opioid dispensing and monitoring system supporting controlled drug workflows.

A national data collection project tracking MND prevalence, mapping patient locations, and analysing disease trends to improve care and identify vulnerable groups.

An online symptom checker that helps users identify potential causes of pain and suggests where to seek help. It is a guidance tool only; users should consult their GP or NHS 111 for medical advice.

Digital self-management platform for people with type 2 diabetes.

Electronic observations and workflow system supporting real-time patient assessment and escalation.

Countywide agreement for the analysis of data by Newton Europe for the purpose of Covid-19 demand and capacity planning.

An ophthalmology management system improving diabetic eye screening workflows, compliance, and data accuracy through integration with HES and GP2DRS.

A wrist-worn device collecting continuous data on Parkinson's symptoms, medication adherence, and sleep patterns, supporting treatment optimization and remote monitoring.

An online platform supporting healthcare services like the Discharge Medicines Service (DMS), ensuring proper medication support post-hospital discharge to reduce errors and readmissions.

A Project Portfolio Management tool used for planning was approved for use via Data Protection Impact Assessment

A programme offering free, anonymous, self-guided mental health tools for teens. It includes three evidence-based interventions addressing compassion, behaviour activation, and growth mindset, with research supporting its effectiveness in reducing depression symptoms.

A system embedding the ReSPECT process across Northamptonshire to create emergency care plans for patients who may be unable to make decisions.

A national tool to manage usage of medication by quantity and cost was assessed under the DPIA requirements. The assessment concluded that there were no risks to use of the tool.

A diagnostic software that records, analyses, and stores ECG data, integrating with SECA devices for accurate heart monitoring, secure data transfer, and automated analysis.

Ophthalmic imaging system capturing OCT and retinal scans for clinical assessment.

Digital therapeutic tool for SLT services with carer-facing app and clinician dashboard.

A text messaging service within SystmOne used for patient appointment reminders.

A Data Protection Impact Assessment was undertaken to assess a tool to meet the national Falsified Medicines Directive.

Tracking tool using Bluetooth-enabled Tiles to reduce loss of Trust portable assets.

A musculoskeletal assessment technology trial in the Trust, using ForceDecks, ForceFrame, and DynaMo to measure strength and physical performance for monitoring and management.

Digital case management and workflow platform supporting secure documentation and activity oversight.

A Family Hubs Partnership initiative gathering insights from children and young people across North Northamptonshire on their experiences with local support services. The feedback informs service improvement, strategic planning, and ongoing engagement.

The assessment covered providing administrative access to the Your COVID Recovery app. This app will be used by patients at home but with support of NHFT staff.

Accessibility software supporting staff with low vision to handle sensitive information accurately.

All enquiries regarding access to information that is not available through the Trust's Publication Scheme should be made either in writing to:

Freedom of Information
Northamptonshire Healthcare 
1^st Floor Haylock House
Kettering Parkway
Kettering
NN15 6EY

Or by email to: foi@nhft.nhs.uk

If you are making a request for information under the Freedom of Information Act or the Environmental Information Regulations 2004, please feel free to contact us either by post or by email. Remember to include a valid address (email or postal) and a contact number to help us process your request.

Please note that information provided by us under the Freedom of Information Act 2000 is copyrighted to Northamptonshire Healthcare NHS Foundation Trust and is for your personal use only.

If you wish to use this information for commercial purposes then, in accordance with the Regulations on the Re-use of Public Sector Information 2005, you must first ask our permission. Such re-use may or may not involve the granting of a licence and the application of a fee.

Patient Led Record Sharing puts YOU in control of your NHFT medical record - you will be asked whether you wish to share your information with other health care services, like your GP and the benefits and any risks of your decision will be fully explained to you.

Sharing your medical record will improve communication about your care between healthcare professionals - it is important that you give your consent to this sharing, to ensure that your clinicians have all the information they require to offer you the best possible care.

Patient led record sharing enables high quality, joined up care across the different NHS services.

This sharing was designed to align SystmOne with the NHS care record guarantee. This guarantee states that patients should be able to control which services, (that are caring for them) are able to see information held on their record.

All staff members are trained in confidentiality and information governance. If you decide to share your record you can be sure that healthcare professionals will always treat your health record with the greatest care and discretion.

When you visit your GP or NHFT, you may be asked the following questions:

• Are you happy to share your medical record with other NHS services involved in your care? By giving your consent, your medical data can be shared with other NHS services involved in your care, if they are using the same electronic system (SystmOne). For example, if you give your GP consent to share your record, a district nurse involved in your care will be able to view the medical information entered by your GP.
• Are you happy to share with us (the GP or NHFT service you are attending) information held about you which has been recorded by other NHS services? By giving your consent, we are able to view the medical information entered by other NHS services who have been involved in your care. For example, with your consent, a community nurse at NHFT will be able to view the medical data entered by a General Practitioner who is involved in your care.

There are many good reasons why we might already share your health information between healthcare services to ensure you receive the best possible care. If your record is already shared between services this will continue until your next appointment. You will then be asked whether you would like this sharing to remain in place with the advantages of this. The risks of saying 'No' to sharing your record will be fully explained to you.

No, your consent to share and view your medical record is required by each NHS service using SystmOne involved in your care. However, you only need to give your consent once for all services provided by NHFT to have access to the information recorded by another service e.g. your GP. You are able to choose which other services outside of NHFT you want to share your record with and those you do not wish to be able to see your records held elsewhere.

Only staff members at those services outside of NHFT that you have agreed to share your record with, and who have a legitimate clinical reason to access your record, will do so. All access to patient's computerised records is automatically recorded with the date, time and name of the person who viewed the record. Staff members are restricted to certain functions and views depending on their professional role.

You can change your sharing preferences at any time. If you would like to change your sharing preferences, please speak to a member of staff at your GP practice or a healthcare professional within the appropriate healthcare service.

If you do not wish another service to see particular items in your medical record, please discuss this with your GP or healthcare professional. You can request for individual entries in your patient record to be marked as 'Private'. These will not be visible at any NHS care service other than the one that recorded the information.

If you would prefer not to share your health information across the healthcare organisations involved in your care, you need to let your healthcare professional know. They will record this in your medical record so your information will not be shared and they will be able to explain any risks associated with your decision. There is also the option of marking an element of your record as private so that this will not be seen by any other healthcare organisation even if you have elected to share the rest of your record. Please consider this rather than opting not to share your record and if you have any further questions please discuss this with your GP or healthcare professional.

You would need to take extra care to ensure that if you are treated by other services you are able to provide them with any information about yourself that they might need.

No, SystmOne is not used in either of these hospitals. However, systems are in place for them to receive relevant medical information about you whenever you are referred to them for treatment.