Portsmouth Hospitals NHS Trust
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Health Records

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 to 1800 Monday to Friday. The department employs a dedicated and loyal workforce of 60.18 whole time equivalents.

The Health Record Team are responsible for the following areas of work:-

  • To ensure that the requested patients 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.

Contact Details

Between the hours of 0800 to 1700

  • Health Records Service Manager - 02392 681161
  • Health Records Supervisors - 02392 681102 or 02392 681107
  • Medico Legal Team - 02392 681160

Location Details

Health Records Department
Units 2/3 Mitchell Way
Airport Service Road


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

Or email pho-tr.PHTHealthRecords@nhs.net

Subject Access Request (SAR) Form:

Click Here

Letter explaining SAR procedure:

Click Here

For more information about your health record, go to: Access to medical records (patient) policy.

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Queen Alexandra Hospital
Cosham, Portsmouth
Tel: 023 9228 6000

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