Current visiting times

After suspending visiting earlier in the year, we are now able to offer limited visiting to some wards at the discretion of the nurse in-charge.”

Read more on visiting times...


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…

Current visiting times

After suspending visiting earlier in the year, we are now able to offer limited visiting to some wards at the discretion of the nurse in-charge.”

Read more on visiting times...


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: 23 March 2021

Health Records Department

The Health Records Department is located on an offsite facility at Mitchell Way. This facility houses approximately 800,000 records, receiving an average of 115,000 requests for casenotes every year.

The Health Records Department is open 07:00am – 17:00pm, Monday to Friday. The department employs a dedicated and loyal workforce of 34.84 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 2211,00 set of notes per week. The retrieval rate for health records averages 99.9% monthly.
•Uploading & 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 2752 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.

The Subject Access request form is designed to provide applicants, current and former employees of Portsmouth Hospitals University NHS Trust (data subjects) assistance to apply to the Trust (the data controller) to view or obtain copies of personal information held about them. This is a right granted to data subjects under Chapter 3 of the Data Protection Act (2018) and the General Data Protection Regulations (2016).

If you could kindly complete the form with any enclosures and email this back to us.  Once this application is received along with requested identification the Trust will endeavour to deal with your request as quickly as possible and in any event within 30 calendar days.

For the general public to make a request for access to 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

For current or former employees of the Trust who wish to request a copy of their employment records, please contact the Information Governance team on the below email:

information.governance@porthosp.nhs.uk 

If you are not satisfied with the response to your subject access request you have the right to complain/appeal to the following email address:

Patient Advice and Liaison Service (PALS) pht.pals@porthosp.nhs.uk 

information Governance Team:information.governance@porthosp.nhs.uk 

 

Opening hours

7:00am – 5:00pm 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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