Subject Access Request (SAR) Portal User Guide
Introduction
Our free, secure online request portal allows you to make a Subject Access request and then receive information held by us.
The portal is a secure and simple way to request and receive health records. This guide
will show you how to:
- Create a new account, log in and navigate the
- Submit and manage health record
- Download the disclosed
How to create an account
- Go to our online request portal.
- Click “Get Started Online”. You only need an email address to set up the account.
- If you do have an account with us, already click “Login”. If you do not already have an account, click “Don’t have an account? Sign up”.
- Enter your email address and then enter it again to confirm it. Click “Register Now!”
- A confirmation will appear that a link has been sent to your email address to complete the set up.
- Log in to your email account and open the (It will come from “Sars No reply”.) In the email you will see a “Login” link. Click this and it will take you to the portal login page.
- Enter a password for your Then enter it a second time to confirm it. Click “Set password”. You will get a message that your registration is complete.
- Click the “Login to your account” link. Enter your email address and password.
How to log in to your account
Once you have an account you can use the login link on the portal home page or go directly to https://cntw.ams- sar.com/Account/Login
Enter your email address and password, then click “Sign In”.
If you have forgotten your password, click the “Forgotten your password?” link, and follow the instructions.
Once you have logged in, you will be taken to your homepage where you can submit a new request, manage and view existing requests, and manage your profile.
Managing Your Profile
This page allows you to change your password or add two-factor authentication to your account.
You can access it by clicking either of the two “My Profile” links on your portal homepage (after logging in).
To change your password, click the “Password” button.
- On the page that opens click the “Change password” button.
- Enter your current password.
- Enter your new password and confirm by re-entering it in the confirmation box.
- Click the “Set Password” button.
To set up a second level of authentication when logging into the portal, click “Two Factor”.
Once this has been enabled, whenever you log in, along with your username and password, you will need to enter a unique 6-digit code sent to your mobile phone.
Enter the mobile phone number you want this code to be sent to. Then click “Get code” to confirm the number.
How to submit a new Subject Access Request
- Click “New Request” on your home page.
- Click on the application type relevant to your request. There are currently twelve forms:
- Health Records – Request my own.
- Health Records – Request by a Third-Party Individual on behalf of a living patient
- Health Records – Request by an Organisation for living patient records with consent.
- Deceased Health Records – Request by an Individual Executor or Individual Non-Executor
- Deceased Health Records – Request by an Organisation
- Workforce Records Request my own.
- Workforce Records – Request by a Third-Party Individual on behalf of a living data subject
- Workforce Records – Request by an Organisation for living staff member records with consent.
- Police Disclosure Request – Health Records
- Police Disclosure Request – Workforce Records
- Court Application – Health Records
- Court Application – Workforce Records
- Complete each field listed. Fields marked with a red * are mandatory. Click “Continue” at the end of each step.
- To upload documents, click the square to browse your computer and select the relevant document(s). Or, drag and drop the documents from a folder. (Please note, the following file types are accepted: .pdf, .tiff, .tif, .bmp, .jpg, .jpeg, .doc, .docx. If you receive an error message, please try a different file type.)
- Click “Submit” to send in your request.
- Once you have completed your application, a confirmation page will appear which will include your reference number. You will also receive an email to confirm your application which will include your reference number.
How to view the status of your request
The ‘Manage Requests’ section allows you to see the status of your requests. When you click the ‘Manage Requests’ link you will see a list of your requests. If you have more than one, you will be able to search for a request.
Requests are listed in columns, which show:
- the Type of application form used
- the application Reference number
- the Name of the patient
- the date the request was submitted
- the current status of the request – for example, if it has been completed or is currently active.
If you have more than one request, you will see these two buttons at the top of the listing:
- The first refreshes the list of applications and their status so you have the most up to date list.
- The second opens and closes the full screen view.
- A question mark next to a request means there is a message related to that request which you need to read. It may require a reply. Please respond to these questions as quickly as possible to your request is not delayed.
How to view a message
When the Trust has asked you a question or sent you a message, you will receive an email. The email will always come from “Sars No Reply”. We will never ask you for your password in any of these emails.
Log in to your account.
An alert will appear, saying that there is an unread message that needs your attention:
- Click “Click here to view them”. A list of your requests will be displayed, and the message will be indicated by an envelope icon.
- Click on the row that the unopened envelope appears on. This will display your request, and the message at the bottom of the page. Click on the message to open it.
How to reply to a message
Click on the “Send Reply” button:
A text box will appear where you can add your message. You can also upload attachments. (Please note, the following file types are accepted: .pdf, .tiff, .tif, .bmp, .jpg, .jpeg, .doc, .docx. If you receive an error message, please try a different file type.)
Once you are ready to send your message, simply press ‘Send’. This will be uploaded to the portal for the relevant Processor to view and action.
How to retrieve your documents after disclosure
When the Trust has completed your request, you will receive an email notification. Simply log in to the Portal. Log in to your account. An alert will appear, saying that your request has been completed.
A list of your requests will be displayed, and the message will be indicated by an envelope icon.
Click on the row that the unopened envelope appears on. This will display your request, and the message at the bottom of the page. Click on the message to open it.
It will provide you with details of your request and any files that are attached.
To download the files individually, click on the download symbol.
If there are multiple files you can also download them as a single “Zip” file’. To do this, click the ‘Download All’ link.
We recommend that you download and securely save or store your information within one month of receiving it.
Once you have downloaded these files, you are responsible for storing them confidentially and securely. You must also dispose of them securely when they are no longer needed.