Since the changes in data protection legislation under GDPR came into effect on 25 May 2018 we know that SARs have become increasingly time-consuming and costly, taking time away from providing core patient services. In short, you are tearing your hair out!

Amid all the demands of the practice, Subject Access reporting needs careful consideration and to ensure compliance certain information needs to be redacted.

Put simply:

1. Information on non-medical third parties
2. Information that may cause harm to the patient
3. Information that is subject to a court order, is privileged, or subject to fertilisation or adoption legislation

Additionally, and frustratingly, practices in most cases will not be able to charge for this time-consuming work and furthermore have a reduced time limit to process these reports of 28 days.

How can I reduce the workload and time needed to complete SARs whilst improving compliance?

There are software solutions available that can do much of the work involved with responding to these requests and it would appear to be free.

What do I need to ask the software provider?

• Trust – Will they hold any of my patient’s data?  Why? For how long? Am I comfortable with this?
• Background – who founded the company? What experience have they had supporting practices in the past?
• Proof – Is it a proven solution?
• Feedback – Do I know anyone else recommending the software?
• Redaction – will it redact coded entries, free text and attachments?
• Change – Will the software work with my clinical systems?
• Consent – What consent do you need to process your patient’s data with the software?
• Security – Do they operate within the NHS HSCN network?
• Real-time support – Will they provide support and training when we need it?  Are they trusted?
• Is it real? Can I use now?
• Can I get a straight answer?

Author: Tim Reeves, iGPR

From January 2019, Niche Health have announced that Subject Access Reporting is now completely free of charge in iGPR, made possible by increasing numbers of practices using the system for electronic insurance reporting.