Accessing medical records | The Mater Hospital

This page gives information on how you can access your own medical and personal records, or the records of someone who has died.

Accessing information

You can apply to request access to medical and personal records held by us under:

1. Subject Access Request (Data Protection Act)
The Data Protection Acts and the General Data Protection Regulation provide for a right to obtain information about whether your personal information is processed by the hospital and to get access personal information relating to you.

2. Freedom of Information (FOI) Act 2014
The Freedom of Information Act provides for, among other things, individual right of access to personal records held by public bodies covered by FOI unless they are specifically exempt.

How to get a copy of your own medical and personal records

There are two easy ways that you can request a copy of your records from us.

The first option is where you submit a request to us by completing this application form and sending it to us by post or by email.
The second option is by writing to us by letter or email. If you choose option two where you write your own letter or email to request your records, please follow the below to enable us to help you with your request:

In your email or letter, please include:

Your family name (surname)
Your first name
Your maiden name (if relevant)
Your date of birth
Your contact telephone number
Your current address
Your previous address (if you were living at a different address when you first came to the Mater Hospital)
Details of the exact records you are requesting (for example, "I am requesting a copy of medical records relating to my hospital attendance on 5th January 2016")
A photocopy or scan of your passport

-You can send your request to us by post to:

Data Protection Office
Mater Hospital
Eccles Street
Dublin 7
D07 R2WY

By email to: dataprotection@mater.ie

The Data Protection Office can also help you to make your request over the telephone if required, however we may need to request a copy of your identification to make sure your medical and personal records are only provided to you or someone else with your consent.

Timeframe to process your request & the cost

The time it takes to process your request can vary depending on the records you are looking for and how many other requests are being processed at the same time. However, we aim to get your records to you within one month. Sometimes it can take longer to process your request. We will send you an acknowledgement letter when we start to process your request which will give you an indication of the timeframe.

Generally, it is free of charge to obtain a copy of your records. However we may charge a reasonable fee when a request is excessive or repetitive. We may also charge a reasonable fee to comply with requests for further copies of the same information.

Allowing somebody to access your records

There may be times when you want somebody else to access your records, for example, your GP, a legal representative or a family member. We will only give your records to someone else when we have your consent to do so. Requests should be made as outlined above, but we must also receive a letter signed by you, stating that you give your consent to the release of the records. We may contact you about the request to release your records.

Contacting the Data Protection Administrator

If you have a query on accessing your records, you can contact the Data Protection Office by telephone or by email.

Tel: (01) 803 4311

Email: dataprotection@mater.ie

How to access the records of someone who has died

When a patient dies, the next of kin or other family members may ask for a copy of the patient’s medical records. These applications are managed by the Freedom of Information Officer at the hospital.

You must apply in writing and enclose a photocopy of your passport, driving licence or other official form of identification. You must also include proof of your relationship to the deceased person.

To apply for these records, please download and complete the application form below. Completed forms should be sent to:

The Freedom of Information Officer
Non-corporate requests
Mater Hospital
Eccles Street
Dublin 7
D07 R2WY

Alternatively, send your completed form by email to foi@mater.ie

How long will it take to process a request for records of someone who has died?

The time it takes to process your request can vary depending on the records you are looking for and how many other requests are being processed at the same time. However, we aim to give you a decision about your application within four weeks. After that, it can take two to three weeks to provide you with the records.

Contacting the Freedom of Information Officer

If you have a query on FOI, you can contact our Freedom of Information Officer by telephone or email.

T: (01) 803 2983
E: foi@mater.ie

More information on how FOI works is available on the Freedom of Information Section of our website.

Accessing medical and personal records