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Is it possible to get a copy of your cats notes of the vets in the UK?

9.6K views 31 replies 7 participants last post by  LDK1  
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#1 · (Edited)
Just out of interest is it possible to get a copy of your pets medical notes from the Vets in the UK?

The reason why I would like a copy is so I am able to keep track of what is going on as my cat has been recently diagnosed with HCM and I want to make sure I get a full picture of what is going on. I know the vets can transfer notes from one vets to another via fax so is it possible for the owner to be able to have a copy?
 
#2 ·
I have never got copies of full notes, but do always request a copy of blood test results and a detailed invoice showing what medication was given/charged for at each appointment. I keep all this in a file for each cat so I can keep track of who had what when.:D
 
#3 ·
they usually wont incase you use the information and ask unqualified people for advice..

when fluffy girl was diagnosed with kidney failure i wanted a copy of all the notes they had, i was told i cant personally have a copy but cant be faxed to other vets... we saw a total of 4 vets in 4 different practices. none would give me a copy of the notes tho. I got quite annoyed by it!

i was allowed to see the notes tho just not have a copy of my own :mad:
 
#4 ·
they usually wont incase you use the information and ask unqualified people for advice..
when fluffy girl was diagnosed with kidney failure i wanted a copy of all the notes they had, i was told i cant personally have a copy but cant be faxed to other vets... we saw a total of 4 vets in 4 different practices. none would give me a copy of the notes tho. I got quite annoyed by it!

i was allowed to see the notes tho just not have a copy of my own :mad:
Was this with the PDSA or a similar organization? I've heard of other instances where clients were refused copies of bloodtests and notes and while I can't comment on their reasons, I would doubt very much if it's for the one you cited above!! :)

However, I do know in private practice, ( Data Protection Act 1998) clients are legally entitled to copies of all clinical notes, blood tests and other lab results, including X-rays relating to your pet. You pay for procedures and tests and even though there may be a charge for photocopying, no other charges should be levied. However, there is an exclusion to entitlement in cases where change of pet ownership occurs.
 
#5 ·
Before we came to live in Italy, I asked the vet for Tarka and Misi's notes. They were only too pleased to pass them on. I did the same thing with my doctor, incidentally :)
 
#6 ·
Was this with the PDSA or a similar organization? I've heard of other instances where clients were refused copies of bloodtests and notes and while I can't comment on their reasons, I would doubt very much if it's for the one you cited above!! :)

However, I do know in private practice, ( Data Protection Act 1998) clients are legally entitled to copies of all clinical notes, blood tests and other lab results, including X-rays relating to your pet. You pay for procedures and tests and even though there may be a charge for photocopying, no other charges should be levied. However, there is an exclusion to entitlement in cases where change of pet ownership occurs.
the vet at the pdsa said that was the reason they cant give it, the other 3 were private and also refused and just said they can only transfer vet to vet...

i guess it could have been as she was listed as my sisters pet not mine :/
 
G
#7 ·
Cuddles is registered at the Blue Cross in my name and is microchipped in my name as well with a certificate.

Would it be worth giving it a try and seeing if I could get a copy of her notes? My only reason is I want to keep track of what is going on so I have a fuller picture as they tend to tell me half the story and then blame me for not doing things. An example of this was she was diagnosed with atopy and otitis externa and I was told nothing about what this is and then a month or two down the road I ended up having a row with them as they swore blind that they explained things to me when they didn't and told me to go away and read up on it and come back to them 3 months later. Now a year on and several attempts to bring the atopy under control they said they will treat the symptoms as they arise with steriods which don't even help as this has been tried before as well. I am very clued up to what atopy is and otitis externa and didn't appreciate their attitude towards me at the time but have been very compliant with them and complained about two of the vets there who have since been moved on.

I am only using the Blue Cross because I can't afford to use a private vet and I am not on housing benefits to qualify for the other charity hospitals like PDSA and RSPCA.
 
#8 ·
Some vets practices will not submit insurance claims on your behalf, so you need the notes to submit a claim - so notes are given out.

At one practice we were with, which did not submit claims for you, we obtained the notes, no problem.

At another practice where they did submit the claims themselves, we said we would submit our own claim so we want the notes. They were not keen on this, but did give us a copy of the notes.

What ensued was a big argument that dragged on for weeks as the notes written were not a true account of what was said at the consultation - the notes on the history of the symptoms were totally inaccurate, amoungst other things.

This doesn't really help you, but I no longer trust the accuracy of notes - by vets or GPs!

I would ask for the notes anyway and see what happens - if they refuse, see what reason they give and maybe take it further with Head Office.
 
G
#9 ·
Some vets practices will not submit insurance claims on your behalf, so you need the notes to submit a claim - so notes are given out.

At one practice we were with, which did not submit claims for you, we obtained the notes, no problem.

At another practice where they did submit the claims themselves, we said we would submit our own claim so we want the notes. They were not keen on this, but did give us a copy of the notes.

What ensued was a big argument that dragged on for weeks as the notes written were not a true account of what was said at the consultation - the notes on the history of the symptoms were totally inaccurate, amoungst other things.

This doesn't really help you, but I no longer trust the accuracy of notes - by vets or GPs!

I would ask for the notes anyway and see what happens - if they refuse, see what reason they give and maybe take it further with Head Office.
Can you understand where I coming from though? They have just diagnosed her with a very serious condition (HCM) and basically my concern is I feel that they are going to withold information from me and I don't want that I'd rather know what is going on so I can prepare myself if anything is to happen. Honestly if I had the money I would make sure Cuddles got the best possible veterinary care available, but I have to make do with a charity run veterinary practice who I have already had problems with in the past because they witheld information from me and didn't explain anything properly.

I am going to approach them on Monday and demand a full copy of Cuddles medical notes in the hope they will do this so I can monitor what is being said and going on and to make sure they are hiding nothing from me. If they refuse I will take it up with their head office in Oxfordshire (Oxon).

Thanks for the advice :)
 
#10 ·
I don't understand how they can refuse as you are paying for the tests and treatment and surely that means you OWN the results. :confused: I haven't tried to do this myself but I might ask about Bart's notes as he has cancer and I would like to see if they give them to me. I suggest that others could do the same just to see what is common practice. It would make a good survey.
 
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#11 ·
I can't believe this. Another sleepless night. I haven't been able to sleep properly since Thursday when I got the results of Cuddles heart (echo) scan and xrays. I have also been very emotional and worried. I do hope I can get a copy of her notes from the Blue Cross Animal Hospital and I am going to ask someone sits down and explains things properly to me. I have been reading alot about HCM but need to know where Cuddles is at with it as all I have been told is to watch out for certain things and the fat around her heart is very thick, the heart specialist is very concerned and they couldn't predict how long she might have left but no medication is needed at the moment and cuddles isn't in the heart failure stage at the moment but it could happen soon.
 
#12 ·
I can't believe this. Another sleepless night. I haven't been able to sleep properly since Thursday when I got the results of Cuddles heart (echo) scan and xrays. I have also been very emotional and worried. I do hope I can get a copy of her notes from the Blue Cross Animal Hospital and I am going to ask someone sits down and explains things properly to me. I have been reading alot about HCM but need to know where Cuddles is at with it as all I have been told is to watch out for certain things and the fat around her heart is very thick, the heart specialist is very concerned and they couldn't predict how long she might have left but no medication is needed at the moment and cuddles isn't in the heart failure stage at the moment but it could happen soon.
I'm sorry to hear about Cuddles. Unfortunately, I know nothing about this condition so cannot give you any advice on that. I do understand where you're coming from though. You want to understand exactly was is going on with her so that you can make sure everything is being done for her that can be done - by you and by the vets.

I think you are right to push for a lot more detailed information on her condition - it will help you to feel you have more control over what happens with her.

Good luck, and I wish you both all the best :)
 
#13 ·
You are entitled to see any information held on you (the subject) whether you have paid money for it or not. When you take an animal to the vet YOU are the client and therefore the 'subject'.

If you have a vet (or more likely a receptionist) being silly over records you can put in a Subject Access Request. They then have 40 days to provide you with everything relating to you. The maximum charge is ÂŁ10. If you have been with a vet for a few years and/or have more than one animal registered with them it can be a nightmare for them to comply but they must. It is a legal request which they cannot refuse.
 
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#14 ·
You are entitled to see any information held on you (the subject) whether you have paid money for it or not. When you take an animal to the vet YOU are the client and therefore the 'subject'.

If you have a vet (or more likely a receptionist) being silly over records you can put in a Subject Access Request. They then have 40 days to provide you with everything relating to you. The maximum charge is ÂŁ10. If you have been with a vet for a few years and/or have more than one animal registered with them it can be a nightmare for them to comply but they must. It is a legal request which they cannot refuse.
If I don't get anywhere tomorrow I will request a Subject Access as you suggested. Thank you for the advice on this :)
 
G
#15 · (Edited)
I'm sorry to hear about Cuddles. Unfortunately, I know nothing about this condition so cannot give you any advice on that. I do understand where you're coming from though. You want to understand exactly was is going on with her so that you can make sure everything is being done for her that can be done - by you and by the vets.

I think you are right to push for a lot more detailed information on her condition - it will help you to feel you have more control over what happens with her.

Good luck, and I wish you both all the best :)
You're exactly right about
You want to understand exactly was is going on with her so that you can make sure everything is being done for her that can be done - by you and by the vets.
and I am going to be very pushy with them tomorrow as well about getting a copy of all Cuddles medical notes from the Blue Cross Animal Hospital. I am just sick of being told things by the Blue Cross and then being told to research what it is myself and no indepth explaination given by them it's like they don't have time to explain anything.

How much more serious can things get HCM is a cardiac condition that eventually results in heart failure and cardiac arrest and they told me briefly Cuddles has a very serious form of it as the wall of fat around her heart is the thickest they have ever seen it? Yet the funny thing is they don't want to use medication at the moment.

I am trying to put what I have been told and the research I have done to the back of my mind, but in doing this it is really making me worry more.
 
#16 ·
You're exactly right about and I am going to be very pushy with them tomorrow as well. I am just sick of being told things by the Blue Cross and then being told to research what it is myself and no indepth explaination given by them it's like they don't have time to explain anything.

How much more serious can things get HCM is a cardiac condition that eventually results in heart failure and cardiac arrest and they told me briefly Cuddles has a very serious form of it as the wall of fat around her heart is the thickest they have ever seen it?

I am trying to put what I have been told and the research I have done to the back of my mind, but in doing this it is really making me worry more.
Hopefully, when you get the notes, you will have a clearer picture of where she stands and what you can do for her when you compare it with the research you have done.

Maybe it would be worth trying to take the notes to a private practice and pay for a one-off second opinion? Even if she couldn't actually be treated there you may get more information on treatment options. I'd check that they would agree to do this first though.
 
G
#17 · (Edited)
Hopefully, when you get the notes, you will have a clearer picture of where she stands and what you can do for her when you compare it with the research you have done.

Maybe it would be worth trying to take the notes to a private practice and pay for a one-off second opinion? Even if she couldn't actually be treated there you may get more information on treatment options. I'd check that they would agree to do this first though.
I have been considering a second opinion as a route to go down as when the Blue Cross told me she had Atopy and Otitis Externa the Blue Cross told me that was a bad form of it as well and I quite rightly went to a local vets and with the help of my friend paid and got a second opinion on this and they overturned what the Blue Cross had said and said it was only a very mild form of Atopy and Otitis Externa. I know to get a second opinion on the HCM will cost me between ÂŁ200 and ÂŁ300 and I don't have that at the moment and will require Cuddles be hospitalised for a full day whilst they do blood tests (Which the Blue Cross didn't do), xrays and heart scans and get the results back. I did enquire about doing this through a private vet when the Blue Cross told me Cuddles needed this doing but opted to do it through the Blue Cross as I haven't got that kind of money at the moment nor has any of my friends otherwise they said they would help.

I am going to try and get an appointment with the Heart Specialist that done the xrays and scans to see if she will explain things properly to me. I know I will have to wait 2 weeks for this. In the mean time I am going to get Cuddles medical notes.
 
#18 ·
If I don't get anywhere tomorrow I will request a Subject Access as you suggested. Thank you for the advice on this
If you do need to resort to this you need to get it right. It must be a written request and including the fee up front saves time. I've said cheque but you could use a postal order if it's more convenient. Set it out as a letter, the absolute basics are as follows:

Dear Sir

Please supply me with copies of all the data which you hold on me in relation to any matter and in any form and for any period of time. This includes all data relating to animals registered under my name and address.

I enclose a cheque for the statutory maximum fee of ÂŁ10. You have 40 days to comply.
 
G
#19 ·
If you do need to resort to this you need to get it right. It must be a written request and including the fee up front saves time. I've said cheque but you could use a postal order if it's more convenient. Set it out as a letter, the absolute basics are as follows:

Dear Sir

Please supply me with copies of all the data which you hold on me in relation to any matter and in any form and for any period of time. This includes all data relating to animals registered under my name and address.

I enclose a cheque for the statutory maximum fee of ÂŁ10. You have 40 days to comply.
Thanks for the outline of what to put in the Subject Access letter.

I was going to start writing this, this morning and will use this wording in it.

Thank you for your help. :)
 
#20 ·
You're exactly right about and I am going to be very pushy with them tomorrow as well about getting a copy of all Cuddles medical notes from the Blue Cross Animal Hospital. I am just sick of being told things by the Blue Cross and then being told to research what it is myself and no indepth explaination given by them it's like they don't have time to explain anything.

How much more serious can things get HCM is a cardiac condition that eventually results in heart failure and cardiac arrest and they told me briefly Cuddles has a very serious form of it as the wall of fat around her heart is the thickest they have ever seen it? Yet the funny thing is they don't want to use medication at the moment.

I am trying to put what I have been told and the research I have done to the back of my mind, but in doing this it is really making me worry more.
I definitely wouldn't recommend going in all guns blazing though! Your best option is to remain calm and politely request the information and clarification you require-mention you'd like more information specific to Cuddles. I would definitely query the 'wall of fat' around her heart, for one thing and what, if any, the implications of this are. Are you sure they didn't mean muscle? Should you encounter any problems with the notes you can make a subject access request at a later stage. Make some notes in the meantime. Arrange an appointment with the heart specialist.

If you go elswhere for a second opinion the new vet will automatically request the clinical notes from the Blue Cross and it would be extremely unusual for them not to comply with this.
 
G
#21 ·
I definitely wouldn't recommend going in all guns blazing though! Your best option is to remain calm and politely request the information and clarification you require-mention you'd like more information specific to Cuddles. I would definitely query the 'wall of fat' around her heart, for one thing and what, if any, the implications of this are. Are you sure they didn't mean muscle? Should you encounter any problems with the notes you can make a subject access request at a later stage. Make some notes in the meantime. Arrange an appointment with the heart specialist.

If you go elswhere for a second opinion the new vet will automatically request the clinical notes from the Blue Cross and it would be extremely unusual for them not to comply with this.
I wasn't intending to go in all guns blazing. I was going to be very polite. I am currently writing down a list of questions I have going around in my head especially about the wall of fat around her heart etc. No it isn't muscle it's definately abnormal fat, this was something that was mentioned on Thursday 26th April. I am being sensible about this and will be very polite with them. I think it is definately a good idea to speak to the heart specialist who done the scans and xrays.
 
G
#23 · (Edited)
An SAR is a last resort though I find those who know about them do tend to have more confidence in asking nicely first :) I wouldn't call it 'guns blazing'. It's a perfectly reasonable and lawful request.
Here's my plan of action for tomorrow:
  • Ring the Blue Cross and make an appointment to see the Heart Specialist who done the Scans and xrays for a consultation as I feel she is the best one to speak to about the questions I have.
  • Additionally ask for an appointment for Cuddles to see someone about getting help to help Cuddles lose a bit of weight as she is a bit podgy and the Heart Spealist didn't want her putting on anymore weight and said it would be an idea for her to actually lose just a small bit of weight (Reason for not putting on anymore weight is because it will cause stress on the heart).
  • Request very politely that I come to the Blue Cross and pick up a copy of all of Cuddles medical records, paying the costs on arrival for any copies. Reason for wanting a copy of her medical notes: for my own records and to ensure that everything is being done that can be done.
I am not intending to go in all guns blazing as this will only make the Blue Cross staff get shirty, me possibly banned from getting any further treatment from them for Cuddles and it won't achieve anything. If for any reason I am not able to get her records I will ask for a reason and then send a SAR to the hospital manager via post with the one off maximum fee of ÂŁ10 (Again I will be very polite in the letter and formal as well).

I will then update this post and let you all know how I got on.
 
#24 ·
Request very politely that I come to the Blue Cross and pick up a copy of all of Cuddles medical records, paying the costs on arrival for any copies
Check what they'll charge you for the copies first. This is where I come clean and admit the only time I've ever SAR'd a vet is when the receptionist attempted to charge me silly money for a couple of copies of test results. I even told her there and then that I could have everything for all my animals, for all the time I'd been with them for ÂŁ10. She obviously didn't believe me. Some days later my vet and I had a 'discussion' on the phone and I agreed to drop the SAR I'd sent in. My cheque was returned with an apology................... and the copies :)
 
G
#25 ·
Check what they'll charge you for the copies first. This is where I come clean and admit the only time I've ever SAR'd a vet is when the receptionist attempted to charge me silly money for a couple of copies of test results. I even told her there and then that I could have everything for all my animals, for all the time I'd been with them for ÂŁ10. She obviously didn't believe me. Some days later my vet and I had a 'discussion' on the phone and I agreed to drop the SAR I'd sent in. My cheque was returned with an apology................... and the copies :)
I will check out how much they charge first. They normally request a donation for treatment so I can't see them charging much to be honest.
 
G
#26 · (Edited)
I phoned the Blus Cross Animal Hospital at exactly 9am this morning and spoke to a very pleasant lady who idetified herself as one of the veterinary nurses. I have a double appointment on Wednesday to see the Veterinary Heart Specialist so she can answer any questions I have and they said they will have a copy of all of Cuddles notes, scans and xrays ready for me if I just make a donation towards the printing costs. She told me it is understandable that I wish to have a copy of the notes considering how serious things are and I obviously want to keep track of what is going on to put my mind at rest that everything is being done that can be done.

See if you are pleasant with them, they will do things for you :)