Access to Medical Information
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One of the key things visitors can do to help people in detention is to explain that they are entitled to a copy of their medical records free of charge and to offer support with the practicalities of obtaining them.
Having copies of medical records can be really helpful for detained people when they are in detention to seek externals referrals to NGOs and to obtain legal advice. These records can also be useful after release to share with a GP or to help access other support in the community.
If the person you are visiting is interested in obtaining a copy of their detention medical records then this can be quite straightforward. All you may need to do is to explain that this is possible and free, and explain if they go to the healthcare department, staff there will be able to explain the process to them.
Where the person you are visiting is feeling concerned or worried about how they can make the request and would like more help, you can offer more active support. They will need to sign a form (see below) which will allow you to make the request on their behalf. As you will be part of the process to request the person’s records then you will also need to explain that you will see their medical information but can also reiterate your group’s confidentiality policy (if your group does not have a confidentiality policy you can contact AVID for advice on this).
Once the person has signed the form, you can email a letter (see below) attaching a copy of the signed form to the healthcare department of the IRC, RSTHF or prison. The email addresses are published for each site .
When you receive an electronic copy of the medical records you can forward them to the email address of the person you are visiting.
If the person has been released from detention but remains in contact with you then you can help them obtain their records by applying to the same email address, but you may also need to provide a copy a type of their photo ID such as an ARC card with the request.
Generally healthcare departments should respond within one month of receipt of your email request. If you have not received an acknowledgment of the request from the healthcare department within a week then it may be worth following this up with a further email to check that the request has been received.
[Insert name of IRC, their postal and the email address you are using]
[Insert date]
Dear Medical Team
[Insert full name of the person you are visiting]
[Insert date of birth of the person you are visiting]
Insert Home Office reference number if you know this]
I have been visiting the above-named as a member of [insert the name of your group] and they have asked for my help to access their medical records.
I would therefore like you to send me a copy of their records to [insert your email address or your group’s email address]. I have attached a copy of a form signed by [insert name of person] authorising you to send their information to me.
Thank you for your assistance with this. I would be grateful if you would acknowledge receipt of this request and if you need any more information, please contact me on [insert your telephone number.]
Yours faithfully
[Insert your name]
Form to access medical records and information
I: [name of the detained person],
Date of birth: [add details]
Currently detained at: [add details]
[Also add previous address in the community if asking for information for treatment before detention]
I am authorising you to discuss my medical care with [INSERT FULL NAME OF VISITOR] and to provide them with any of my records they request.
Signed …………………………………………………………………………………..
Dated …………………………………………………………………………………..
