Temporary visiting restrictions due to COVID-19

We recently made the difficult decision to suspend visiting to our hospital until further notice except in the below exceptional circumstances, to help reduce the spread of COVID-19.

Read more information about restrictions…


Messages for loved ones and keeping in touch

We recognise the impact that a long stay in hospital can have on families and the importance of maintaining strong communication.  Our ward staff are keeping in touch with patients’ next of kin directly and our Patient Advice and Liaison Service (PALS) can help pass on personal messages from family and friends.

Read more information about messages for loved ones…

Temporary visiting restrictions due to COVID-19

We recently made the difficult decision to suspend visiting to our hospital until further notice except in the below exceptional circumstances, to help reduce the spread of COVID-19.

Read more information about restrictions…


Messages for loved ones and keeping in touch

We recognise the impact that a long stay in hospital can have on families and the importance of maintaining strong communication.  Our ward staff are keeping in touch with patients’ next of kin directly and our Patient Advice and Liaison Service (PALS) can help pass on personal messages from family and friends.

Read more information about messages for loved ones…

During your stay in hospital you will meet a number of different members of staff.  All members of staff wear name badges, but if you are not sure who someone is or what they do, please feel free to ask them to introduce themselves and explain what they do. 

If you have any questions about your treatment, please ask a doctor or a nurse.

There are lots of opportunities for you to get involved with the Trust, from volunteering to attending our public meetings, our Annual General Meeting or our hospital open day which is held every year.

Health Records Department

Last updated: 01 October 2019

Health Records Department

The Health Records Department is located on an offsite facility at Mitchell Way. This facility houses approximately 1.6 million records, receiving an average of 500,000 requests for casenote every year.

The Health Records Department is open 0700 – 1800 Monday to Friday. The department employs a dedicated and loyal workforce of 53.27 whole time equivalents.

The Health Records Team is responsible for the following areas of work:-
•To ensure that the requested patient records reach their destination in a timely manner. Retrieving on average 10,000 set of notes per week. The retrieval rate for health records averages 99.9% monthly.
•Prepping approximately 38% of all outpatient episodes for a variety of different specialities.
•Processing and management of the deceased and inactive patient health records in line with the Records Management Code of Practice for Social Care 2016.
•Accurately filing health records back onto the live shelves following a patient episode.
•Delivering and collecting health records from Queen Alexandra Hospital for patient episodes.
•Dealing with Subject Access Requests received from patients and other outside agencies requesting copies of health records.
•Ensuing that these request are dealt with in line with the General Data Protection Regulations (GDPR) (EU) 2016/679. This team deals with approximately 4000 requests per year.
•Updating the Patient Administration System (PAS) when notified of any changes to patient demographics, registering new patients onto PAS and to assist departments with issues relating to this.


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 you previous clinics appointments, Emergency Department attendance and admission.
•Notes and report about your health.
•Details of treatment 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:

Subject Access Request Team
 Units 2/3 Mitchell Way
 Airport Service Road
 Portsmouth
 Hampshire
 PO3 5PR

Or email pho-tr.PHTHealthRecords@nhs.net

 

Opening hours

7:00am – 6:00pm Monday to Friday. Closed to the general public.

Contact information

Contact number:

02392 681102

Address:

Health Records Department
Units 2/3 Mitchell Way
Airport Service Road
Portsmouth
Hants
PO3 5PR

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Queen Alexandra Hospital,
Cosham,
Portsmouth,
PO6 3LY

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