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 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.

Contact Details

Between the hours of 0800 – 1700

  • Health Records Service Manager – 02392 681161
  • Health Records Supervisors – 02392 681102 or 02392 681107
  • Subject Access Request 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 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

Or email pho-tr.PHTHealthRecords@nhs.net

Subject Access Request (SAR) Form

Letter explaining SAR procedure SAR Procedure

Quick Guide to Health Records Retention Periods

For more information about your health records go to: Patient Access to Personal Records Policy


A patient’s guide to subject access

Records Management Code of Practice for Health and Social Care 2016

Related content

Last updated - 15 November 2018
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Queen Alexandra Hospital
Cosham, Portsmouth
Tel: 023 9228 6000

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