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Staff Health and Wellbeing

Subject Access requests (SARs) - Staff Health and Wellbeing (Occupational Health) Department

The majority of SARs received into the Staff Health and Wellbeing Department are from employees / ex-employees requesting 'proof of vaccination status'.

Staff usually request this information when they are starting a new job either within or outside of the organisation.

When someone requests a copy of their occupational health records, in order to process the request, we need the following information:

  • First Name and Surname ( and previous name (s) if they were employed when they used that name)
  • Date of Birth
  • Current Address (and previous address if moved house since working for CDDFT)
  • Signature
  • How they want to receive the information i.e. collect in person, e-mail, post

The preferred option would be that the person could come to the department and collect the information. If the information is e-mailed to a non NHS net e-mail account then the document will be password protected. If the information is posted then it will be sent recorded delivery.

The request can be sent to the Staff Health and Wellbeing Department in a variety of ways:

If the request is e-mailed the document MUST be signed i.e. scanned in and then e-mailed

As from 1st September 2014 ALL requests for information will be subject to a charge of £10

When information is requested we aim to process the information within 14 days of receipt of £10 fee - paid in cash or cheque (made payable to County Durham and Darlington NHS Foundation Trust) to the Staff Health and Wellbeing Department - but if the request is from an ex-employee whose medical records may have been archived this can take up to 21 days.  Please note that if paid by cheque the request will not be processed until after the cheque has cleared

If there are any issues regarding supplying the information then a member of the Staff Health and Wellbeing Department would contact the employee.

To appy for your immunisation record, please click on the link on the left hand side under publications.

Thank you

Carol Bean

Service Manager Staff Health and Wellbeing-CDDFT

'I have to compliment everyone on their pleasant persona and their expertise and knowledge. By the end of the 5 days, I did not feel as though I had been in a hospital ward and was very relaxed.'

Patient, Ward 16 Orthopaedics, University Hospital of North Durham