All requests for a copy of records must be received in writing. To receive a copy of your own and/or your baby’s healthcare record, we suggest that you complete the routine access request form below and we will send you the records within 30 calendar days. FOI requests should be processed within 20 working days and data protection requests within 30 calendar days.  However, there are some circumstances where it may take longer.  We will advise you of this and of your rights of appeal under the legislation.

You can send your request in writing or complete the Routine Access Request Form.doc  (click to download Word version)

Your request needs to contain the following:

• Your name at the time you were a patient, if it differs from your present name
• Your date of birth
• Your address at the time of treatment
• Details of the information you are looking for (for example, requesting a copy of your maternity record relating to the birth of your baby on January 5th 2002)
• Your present home address and telephone contact details
• A photocopy of photo ID – either your passport or your driving licence.  Please note that your ID must match the name on the records you are seeking, otherwise we may require you to provide us with further details
• If you are currently pregnant please include this information
• Any additional information which you feel is important to your request

You can send your request to us by post to:

Routine Access Section,
Quality and Patient Safety Department,
The Rotunda Hospital,
Parnell Square,
Dublin 1.

By e-mail to: [email protected]

Important

If you will be leaving the country before your records are expected to be ready, you must ensure that we have up to date contact details for you, including a phone number so that we can contact you as we process your request.  You may either consent to us sending your records to a postal address in Ireland if you are happy for someone else to receive your records or we can send them to you abroad.

Allowing somebody else to access your records:

• There may be times when you want somebody else to access your records, for example, your GP, consultant 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 stated above, but we must also receive a letter signed by you, stating that you give your consent to the release of the records.
• We will also need a copy of your passport or driving licence.
• We may contact you about the request to release your records.

How long will the request take?

We will try to have your records ready for you in 30 days.  However, sometimes it can take longer.  We will send you an acknowledgement letter when we start to process your request, which will give you an indication of the timeframe.  Please give us as much notice as possible.

How will I get the records?

Your records will be released to you by encrypted email or regular post.

You can email your request to [email protected]

For any queries about accessing records, please call 01 817 1751.

You have a right to access the information we hold about you. Requests can be made in writing to the Quality and Patient Safety Department, The Rotunda Hospital, Parnell Square, Dublin 1 or by email [email protected].  Further information and criteria can be obtained here.

You also have the right under the Freedom of Information Act 2014 to access information held by public bodies. You have the right to request access to any information held by the Hospital, subject to exemptions set out in the Act.  An application form can be downloaded here  or you can send your request by email to [email protected].

Please be advised, during your in-patient stay you will NO longer meet with a member of the birth notification team as all required details for birth registration purposes is sent directly to the civil registration services.

However, if there are any details unavailable to us, you will receive a phone call from a member of our team.

To register your baby in Dublin, Wicklow or Kildare you will need an appointment. There is now an online appointment system in place, to avail of this service, please logon to www.HSE.ie Civil Registration Service (births, deaths & marriages) and follow the prompts.

To register baby anywhere else in the country, contact your preferred Civil Registration Office as they may have a walk-in service.

NB: For marriages not registered within the Republic of Ireland, you must provide your original marriage certificate and if necessary a certified translation at the time of registration.

DAHR Registration contact details:

[email protected]

The Rotunda Hospital believes that all patient information has been provided to us confidentially and you may not be given access to another person’s records.  Applications for the personal information of someone who is deceased are only processed under the Freedom of Information Act. Each request is considered based on the information provided.

The death certificate of the deceased must accompany the request along with proof of your relationship.

You can send your request to us by post to:
Freedom of Information Section,
Quality and Patient Safety Department,
The Rotunda Hospital,
Parnell Square,
Dublin 1.

By e-mail to: [email protected]

Fees:

Fees may apply for some personal records, for example copies of x-rays.  Once we commence working on your request we will be in contact with you regarding any fees that may apply.

Making a payment:

• Do not send cash in the post
• Cheques and postal orders can be made payable to “The Rotunda Hospital”
• Cash payments accompanied with your letter outlining fees will be accepted at the Patient Accounts Department in the Hospital

How long will the request take?

Your request should be processed within 28 calendar days.  However, there are some circumstances where it may take longer.  We will advise you of this and of your rights of appeal under the legislation.

The Freedom of Information (FOI) Act allows for members of the public to make applications for their own personal records, the records of others and the corporate documents of the organisation.

It also allows for records to be amended and for you to have reasons for decisions explained to you.

Data protection law ensures that we will only use the personal data and information you give to us or that is created while you are attending the hospital only for the purpose that you intended i.e. providing you with the best care while you are pregnant and following the birth of your baby. We are required to keep your records safe, accurate and up to date.

Information we collect and how we use it

The doctors, midwives/nurses and the team of healthcare professionals caring for you keep records about your health and any treatment and care you receive.  These records help to ensure that you receive the best possible care and they may be written on paper and/or held on a computer.

Medical information in relation to your pregnancy/pregnancies and that of your baby/babies will be kept on the Maternity & Newborn Clinical Management System (MN-CMS or electronic chart) on the HSE’s own secure network.

Collected information may include:

• Your name, address, date of birth, next of kin, phone number, GP details etc.
• Contacts we have with, for example, appointments or clinic visits.
• Notes and reports about your health, treatment and care.
• Results of x-rays, scans, laboratory investigations and other relevant tests.

It is essential that we have accurate and up to date information about you so that we can give you the best possible care.  Please check that your personal details are correct whenever you visit us and inform us of any changes.  This minimises the risk of you not receiving important correspondence.

Information will only be kept on the Maternity & Newborn Clinical Management System for as long as legally required.  The legal retention periods for your information are recorded in the HSE’s Record Retention Policy and a copy of this is published on the HSE website.

In general terms, your records are used to direct, manage and deliver your care so that:

• Doctors, midwives/nurses and health and social care professionals involved in your care have accurate and up to date information to assess your health and decide on the most appropriate care for you.
• Healthcare professionals have the information they need to assess and improve the quality and type of care you receive.
• Appropriate information is available if you see another doctor, or are referred to a specialist.
• Your concerns can be properly investigated if a complaint is raised.

Online Privacy Notice

The Rotunda Hospital respects your rights to privacy. All personal data processed by staff in our Hospital is processed in accordance with the obligations of the current Data Protection legislation. The purpose of this website Privacy Policy is to outline how we deal with the personal data you provide to us while visiting this website.

By visiting this website, you are accepting the terms and this website’s Privacy Policy.

Statement
This Policy describes how the Rotunda Hospital processes personal information of users collected through its website (www.rotunda.ie).

The Rotunda Hospital endeavours to safeguard the privacy rights of all patients, staff and visitors and will take all necessary steps to protect the fundamental rights and freedoms of individuals.
This policy also describes options available to you, our end users and visitors regarding the Hospital’s use of your personally identifiable information and what your rights are regarding access to, correction and deletion of data held by the Hospital.

Collection and use of personal information on Rotunda Website
The Rotunda Hospital does not collect any personal data about you on this website. Any information which you provide in this way is not made available to any third parties. We do not pass on any of your personal information when dealing with your enquiry, unless you have given us permission to do so. Any personal information which you choose to send us via our website will be treated with the highest standards of security and confidentiality in accordance with current Data Protection legislation.

Links to other websites
You should be aware that:
– If you access another website through a link we provide, you are subject to the privacy policy of that site;
– Links to other websites do not constitute an endorsement of that website by the Rotunda Hospital; and
– The Rotunda Hospital is not responsible for the content or privacy policies of any other websites to which you may find links on this website.

Your Rights and Data Accuracy

You have the right to request access to, rectification/correction of or erasure of your personal data.  You also have the right to restrict or object to the processing or transfer of your personal data.  If you wish to exercise your right to refuse/withdraw consent to information sharing, we will fully explain the possible consequences of this to you, which could include delays in you receiving appropriate care.  In each case, these rights are subject to restrictions.

If you think any information we hold about you is inaccurate, please let us know by contacting the Quality and Patient Safety Department by phoning 01 – 817 1751 or email [email protected].

At corporate level, we have appointed a Data Protection Officer (DPO) who is accountable for the management of our information systems and the data they hold. The DPO also makes sure that any associated risks or incidents are documented and investigated appropriately. The Data Protection Officer’s contact details are as follows: email [email protected], telephone: 01 – 817 6811.

If you have any concerns or queries about your privacy or you wish to make a complaint regarding impingement on your privacy, please contact Data Protection Officer.  We will endeavour to respond to your complaint within a reasonable time. However, if you are not satisfied with our response, you can make a complaint to the Office of the Data Protection Officer (www.dataprotection.ie).