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Legal Queries - Solicitor Information Requests

 

What we do

The Legal Services Department:

  • Handles all Clinical Negligence and Personal Injury Claims received by SECAmb.
  • Manages all Inquest correspondence and prepares staff for attendance at Inquests.
  • Handles Loss/Damage Claims from patients/visitors/staff.
  • Manages Subject Access Requests from Solicitors for information not contained in medical records, for example Complaints Files, Adverse Incident Report Forms.
  • Provides a general advisory service to staff on legal issues within SECAmb.

 

Solicitor requests for medical records

Please note that as the ambulance service, our records are based on the incidents we attend rather than patients name or personal details. As such it is vital that we are supplied with accurate incident information to locate our attendance. This includes but is not limited to the time, date, full/exact location of attendance, nature of the incident and the hospital transferred to.

To avoid delays in or non-receipt it is also crucial to ensure that all requests, correspondence, cover letters etc. are addressed in writing to the Legal Services Department at the Crawley Headquarters, Nexus House, 4 Gatwick Road, Crawley, RH10 9BG.

When applying for a copy of medical records or any other personal information, please provide the following within your application:

  • The time, date and exact location of the incident
  • The name of the hospital the patient was conveyed to (where appropriate)
  • The patient's name
  • Your client's name
  • A written form of authority signed by the patient*
  • The appropriate fee**. Cheques should be made payable to 'South East Coast Ambulance NHS Foundation Trust' and addressed to the Legal Services Department.

We will be unable to process any solicitor requests for information where the details outlined above, and the relevant fee, are not received with your application. 

 

Solicitor requests for questionnaires / statements

The completion of statements / questionnaires (completed independently by members of staff) can be arranged however please note:

  • Participation is at the individual member of staff’s discretion
  • A  fee of £50.00 will be payable per statement / questionnaire
  • Payment will be required in advance (where it has been confirmed that the member(s) of staff has/have agreed to participate)

 

Solicitor interviews with members of staff

Interviews with members of staff can be arranged however please note:

  • Participation is at the individual member of staff’s discretion
  • Availability is subject to operational pressures and interviews can be cancelled at short notice (or cut short) where the members of staff are required for emergency deployment
  • All interviews will be conducted at staff's base ambulance station (or other location convenient to the member of staff)
  • A standing fee of £100 will be payable for the first hour followed by £50 for each additional hour (or pro rata to nearest 15 minutes) per member of staff being interviewed
  • Payment will be required in advance of the interview (where the member(s) of staff has agreed to participate)

 

Solicitor requests for HR and Finance related queries

Where information is sought when the Trust is not an Interested Party, please forward your request to the following:

For information requests where your client is a member of staff and you are seeking their personal information, please forward your request to:

Human Resources Department, SECAmb HQ, Nexus House, Gatwick Road, Crawley, West Sussex, RH10 9BG

For more information where your client is a member of staff and you are seeking their payroll or earnings information, please forward your request to:

Finance Department, SECAmb HQ, Nexus House, Gatwick Road, Crawley, West Sussex, RH10 9BG

*Where you are acting for a party other than the patient, we will be unable to provide you with any patient specific information without the signed consent of the patient. Please contact the patient, their solicitor or representative to obtain this before making your request for information.

** As per the Data Protection Act 1998 (Fees and Miscellaneous Provisions) Regulations 2001 the fee scale for the provision of patient health records is between £10 (for computer records) and £50 (for copies of manual records or a mixture of manual and computer records). Each request for information will be accessed on a case-by-case basis, where the published fee is not appropriate to the amount or format of information being requested the applicant will be contacted in writing to confirm the requisite amount. The South East Coast Ambulance NHS Foundation Trust reserves the right to adjust the published fees (within the fee scale as set out in Fees and Miscellaneous Provisions Regulations) at any time and without warning.

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