Getting the records

The records that show your relative's needs are held by the care home, the GP and the hospital. You can ask each of them for copies. Start early: it can take a few weeks.

What to ask for

The most useful records are recent and written by the people giving care. Ask for:

• daily care notes and nursing notes
• the care plan and its reviews
• charts, such as food and fluid, turning, behaviour and falls
• risk assessments, such as falls, moving and handling, skin and nutrition
• the medicines record
• hospital discharge letters and clinic letters

Our evidence guide shows what each record usually tells the assessors, and who usually holds it.

Who to ask

The care home. Ask the manager. Care homes must keep an accurate, complete and up-to-date record of each person's care.

The GP. Ask the GP practice for a copy of the GP record. You can also ask the practice about family and carer access, so you can see the record online. You may need to fill in a form and show ID.

The hospital. Ask the hospital's records manager or patient services manager.

How to ask

There's no special form. You can ask by email, by letter or in person. Email is best, so you have a record of when you asked.

If you are asking for someone else, include their written permission. If you hold a lasting power of attorney, send a copy. What you can ask for depends on the type of power of attorney, so tell them which one you have.

Here is a short request you could send:

I am asking for a copy of the records you hold about [name], date of birth [date], from [month] to now. This includes care notes, the care plan, charts, risk assessments and letters. [Name] has given written permission, which is attached. Please send the copies to this email address.

How long it takes

• They should reply within one month.
• The month starts once they have any ID or permission they asked for.
• If the request is complex, they can take up to two more months, but they must tell you within the first month.
• It is usually free.

A small part of a health record can be held back if seeing it could cause serious harm.

If the person has died

The rules are different. The person's personal representative, or anyone with a claim arising from the death, can apply under the Access to Health Records Act 1990. There is no fee. You should get the records within 40 days, or within 21 days if the record was added to in the last 40 days.

When you have the records

Prepare reads typed records only for now. It can't read handwriting, or scans and photos, yet. A typed PDF is one where you can select or copy the words. If the records are kept on a computer, ask for them as a PDF from the system, not a scan of a printout. When you're ready, get your pack.