Access to Medical Record Logs
As a patient, you may request a list of who has accessed your information; this is called a log report. This report does not contain any medical information.
Go directly to the application form
What is Logging? uitklapper, klik om te openen
Logging records events in your systems, such as who performed certain actions, like viewing or modifying personal data.
Healthcare providers are legally required to keep track of who has accessed your medical records. This is called “logging” and is set forth in Article 15e of the Act on Supplementary Provisions for the Processing of Personal Data in Healthcare (Wabvpz), in conjunction with Article 15 of the General Data Protection Regulation (GDPR).
Access is permitted for healthcare providers involved in your treatment and for staff who perform (sometimes administrative) tasks or provide follow-up care in connection with your treatment. The logging overview is intended to show you which parts of your medical record have been accessed and when.
If you would like to know who has accessed your file, you can request this information using this form. With this form, you can request the access log for yourself, your minor child, or a patient whom you represent. It is not possible for next of kin to request access log data for a deceased patient.
The access logs are not intended to answer questions about proper record-keeping or medical substance and will not be addressed by the privacy office. For these questions, please contact your healthcare provider or the head of the department where you are receiving treatment. You can request a copy of your medical record using one of our other request forms.
Requesting Log Data uitklapper, klik om te openen
- Fill out the form completely;
- make a copy of your passport or ID card and attach it to this form*;
- If you are submitting a request on behalf of someone other than yourself, please attach an authorization form (signed by the patient) and a copy of the patient’s ID to this form.
*The Medical Record Release Team uses your personal information to locate the medical record and to verify the validity of your request. We also ask you to confirm your identity with a copy of your ID so that we can safeguard the patient’s privacy and security. This copy will not be stored and will be deleted after the required verification.
Request by or on behalf of a minor uitklapper, klik om te openen
Child under 12 years of age: A parent or legal guardian must submit a copy of their own valid ID and (if available) a copy of the child’s ID.
Child aged 12 to 15: A parent or legal guardian with parental authority and the child must submit the following attachments along with the application form:
- a copy of a valid form of identification for the parent/guardian and the child
- a completed authorization form signed by both of you
Children 16 years and older: must submit the request themselves or authorize the applicant using the authorization form.
What happens to my application? uitklapper, klik om te openen
Your request will be processed by the File Delivery Team, and the overview will be provided to you. Your request will be forwarded to the departments responsible for providing the overview. You can read more about how UMC Utrecht handles your personal data in the privacy statement.
UMC Utrecht is required to regularly review log files and has established internal procedures for this purpose. The privacy office may launch an internal investigation in response to your request. If UMC Utrecht receives a report indicating that access to your data likely occurred outside the context of your medical care, an internal investigation will always be conducted.
Request Due to an Emergency uitklapper, klik om te openen
If an emergency has occurred and you, as a next of kin, wish to request log data, you can submit an internal request for log data through the Quality and Patient Safety Department.
Contact uitklapper, klik om te openen
Do you have a question about the request form? Email us at teamuitleveringdossier@umcutrecht.nl or call 088 – 75 58 801. If you have questions about the log data you received, please contact the Privacy Office at privacy@umcutrecht.nl.