“our staff are our assets, patients our priority”
The Health Records Department is located on an offsite facility at Mitchell Way. This facility houses approximately 1.6 million records, receiving on average 500,000 requests for casenotes every year.
The Health Records Department is open from 0700 – 1800 Monday to Friday and 0800 – 1400 Saturday and Sunday, closed on Bank Holidays. The department employs a dedicated and loyal workforce of 66 whole time equivalents.
The Health Records Team are responsible for the following areas of work:-
- To ensure that the requested patient’s records reach their intended destination in a timely manner. The retrieval rate for health records averages 99.9% monthly.
- Retrieving on average 10,000 sets of notes per week
- Prepping approximately 38% of all outpatient episodes for a variety of different specialties.
- The team need to understand and use the functionality of various modules of the corporate computer system to ensure all medical records belonging to the patient are located and placed within the medical records.
- Processing and management of the deceased patient records and for the reconstitution of notes which have been digitally imaged or electronically scanned.
- Destroying deceased and inactive records in line with the Department of Health Records Management Code of Practice.
- Pulling records which are needed for internal and external audits, the Breast Screening Unit and Ambulatory Care Clinics.
- Accurately filing records back onto the live shelves following a patient episode.
- Delivering and collecting records from Queen Alexandra Hospital for patient episodes.
- Dealing with the subject access requests received from outside agencies requesting copy medical records and x-rays.
- Ensuring these requests are dealt with in line with national guidelines. Accuracy of information being provided is paramount. This team deals with approximately 4000 requests per year.
- Updating the patient administration system (PAS) when notified of any changes to patient demographics and to assist all departments with issues relating to this.
- Allocation of hospital numbers for new patients and providing departments with data input queries.
- Duplicated registrations are identified and updated on PAS, and then provided to the culling team to ensure that the casenotes are merged.
Between the hours of 0800 – 1700
- Health Records Service Manager – 02392 681161
- Health Records Supervisors – 02392 681102 or 02392 681107
- Medico Legal Team – 02392 681160
Health Records Department
Units 2/3 Mitchell Way
Airport Service Road
Access to Medical Records
PHT doctors and other health professionals aim to provide you with the highest quality healthcare. To do this they must keep records about you, your health and the care we have provided or plan to provide to you. This is known as your ‘Healthcare Record’. Your information will be stored in paper and/or computer systems and will include information such as:
- Your name, address, date of birth, next of kin, emergency contacts, ethnicity, disability, language preference, religion
- Details of your previous clinic appointments, Emergency Department attendances and admissions
- Notes and reports about your health
- Details about treatments and/or procedures you have undergone
- Results of investigations such as laboratory tests, scans and x-rays
- Relevant information from other health professionals, relatives or those who care for you and know you well
You have the right to apply for access to the information we hold about you. This includes the right to obtain a copy of your healthcare record in permanent form and the right to have this information provided to you in a way you can understand.
To make a request to access your healthcare record please apply either in writing to:
The Medico Legal Team Health Records Department Units 2/3 Mitchell Way Airport Services Road Portsmouth PO3 5PR
Or email pho-tr.PHTHealthRecords@nhs.net
Application for Copies of Patient Health Records
Letter explaining SAR procedure
Access to Medical Records
Your doctor, and the team of health professionals caring for you, keep records about your health and any treatment and care you receive from the NHS. The records help to make sure that you receive the best possible care.
Your medical records may be written down (manual records), or held on a computer. The records may include:
- Basic details about you, such as address and next of kin
- Contacts we have had with you, such as clinic visits
- Notes and reports about your health, treatment and care
- Details and records about your treatment and care
- Results of investigations, such as X-rays and laboratory tests
- Relevant information from other health professionals
- Relatives or people who care for you and know you well
Some of this information will be held centrally but where we use it for statistical purposes, we take strict measures to make sure that individual patients cannot be identified. We may also pass anonymous statistical information to organisations with a legitimate interest, including universities, community safety units and research institutions. If we cannot use anonymous information, we may use personally identifiable information for essential NHS purposes such as research and auditing. We will only use your information for research purposes with your consent.
To make a request to access your health record please apply in writing to:
The Correspondence Office Health Records Library Units 2 and 3 Mitchell Way Airport Services Road Portsmouth PO3 5PR
For more information about your health record, go to:http://www.nhs.uk/chq/Pages/1889.aspx?CategoryID=68
Access to medical records (patient) policy.