Dental Records Request Letter Template for England and Wales

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Key Requirements PROMPT example:

Dental Records Request Letter

"I need a Dental Records Request Letter to obtain my complete dental history from Smile Bright Dental Practice for the period January 2020 to March 2025, as I'm relocating abroad and need these records for my new dentist."

Document background
The Dental Records Request Letter is a crucial document used when individuals need to access their dental records in England and Wales. It's commonly required when changing dental providers, seeking second opinions, or for legal proceedings. The letter must conform to the Data Protection Act 2018, UK GDPR, and relevant healthcare regulations. This document typically includes patient identification details, specific records being requested, and necessary authorization information. It's designed to facilitate the legal right of patients to access their health records while ensuring proper data protection protocols are followed.
Suggested Sections

1. Recipient Details: Full name and address of dental practice/records holder

2. Patient Information: Full name, date of birth, and patient reference number if known

3. Request Specification: Clear statement of records being requested and date range

4. Legal Basis: Reference to relevant legislation (GDPR/DPA rights)

5. Identity Verification: Statement about enclosed ID verification documents

Optional Sections

1. Third Party Authorization: When requesting on behalf of another person

2. Urgency Statement: If records are needed by specific date for medical reasons

3. Format Preference: Specify preferred format of records (digital/paper)

Suggested Schedules

1. ID Verification Documents: Copy of passport/driving license and proof of address

2. Authorization Form: If requesting on behalf of another person

3. Power of Attorney Documentation: If acting as legal representative

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant Industries
Relevant Teams
Relevant Roles
Industries

Data Protection Act 2018: UK's primary data protection legislation that implements UK GDPR requirements, governs personal data handling, and establishes data subject access rights

UK General Data Protection Regulation (UK GDPR): Provides individuals with rights to access their personal data, sets response timelines (within 1 month), and outlines data handling requirements

Access to Health Records Act 1990: Legislation specifically relating to health records, including provisions for accessing deceased patients' records

General Dental Council Professional Standards: Professional guidelines established by GDC covering record keeping requirements and professional obligations regarding patient information

NHS Regulations: Includes NHS Terms of Service for Dentists and specific NHS record keeping requirements, applicable to NHS dental practices

Records Management Code of Practice for Health and Social Care 2021: Provides guidelines on retention periods and establishes standards for managing health records in healthcare settings

Mental Capacity Act 2005: Legislation relevant when requesting records on behalf of individuals who lack capacity to make their own decisions

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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