We know how important it is for patients and families to be able to see visitors. Please help us keep our patients and staff as safe as possible by checking the guidance below before you visiting.
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 Voluntary Services team can help pass on personal messages from family and friends.
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.”
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.
The Queen Alexandra Hospital is located just on the hill slopes of Portsdown Hill overlooking Portsmouth. It is conveniently situated for both the M27 and A3M.
Family members and carers play an important role in supporting patients during an episode of ill health. We are committed to the active involvement of family members, friends and carers during a hospital stay. Family members and carers play an important role in supporting patients during an episode of ill health.
More information on visiting hospital for an appointment.
If you've had experience of using our services and would like to make a comment then please contact the Patient Advice and Liaison Service (PALS). Your views are very important to us and we would like to hear where you think improvements are needed or where things have gone so well that you would like to share your thanks or gratitude with the staff involved. When things have not gone so well then you can be sure that we want to hear from you, so please get in touch with PALS.
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.
We welcome and value your feedback and use the views you share with us in a number of ways to learn and make improvements as well as sharing best practice. Feedback can be provided in a number of ways.
Last updated: 23 March 2021
Health Records Department
The Health Records Department is located at a facility in Mitchell Way, Portsmouth. This facility houses approximately 850,000 paper records, and receives an average of 20,819 requests for health records 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 2094 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 2021.
•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 requests are dealt with in line with the current UK Data Protection Legislation. 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 Your Personal Information (Health)
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 notes and on 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 clinic appointments, Emergency Department attendance and admissions.
•Notes and reports about your health.
•Details of treatment and 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 personal information we hold about you. This includes the right to obtain a copy of your healthcare record in a permanent form and the right to have this information provided to you in a way you can understand. This is called a 'Subject Access Request (SAR)'. This right is granted to data subjects under the current UK Data Protection Legislation.
A request can be made in person to any member of staff, by telephone, email, letter or social media message. Once a request is received we may ask you some questions to help us locate your information. We may also send you a form (Application for copies of Patient's Health Records) to complete to assist our searches.
You will also need to send copies of your photo ID and proof of address. Once further information and requested identification has been received, 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 (This site is not open to the general public)
Airport Service Road
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 email the Information Governance team on email@example.com
If you are not satisfied with the Trust's response to your subject access request you have the right to complain/appeal to the following:
Patient Advice and Liaison Service (PALS): firstname.lastname@example.org
Information Governance Team: email@example.com
If you are still not satisfied by our response you may ask the Information Commissioner's Office (ICO) to comment on your request. The ICO can be contacted using the following:
Telephone 0303 123 1113 or via the ICO website using the Data Protection and personal information complaints tool (ICO Complaints Tool).
7:00am – 5:00pm Monday to Friday
Closed to the general public
Health Records Department
Units 2/3 Mitchell Way
Airport Service Road