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Health Records

Health Records
Opening Times: Monday to Friday 7:00 - 21:00.
Telephone: 01493 452248. If you wish to make a change to your registered address please telephone 01493 452247, 453677 or 452148

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We are a sub-section of Information Services and sit within the Corporate Division at the Trust.

The Health Records Department is responsible for the safe movement of paper based patient Health Care Files from the Health Records Library out into the Trust, so that the right information about each patient is available in the right place and at the right time.

The Trust has an electronic Health Record system (e-HR), so the majority of patient records are scanned into an electronic format. For each new patient attendance, a paper Health Care File is created so that the Trust collects all of the important information about the patient’s treatment by the Hospital. This is then scanned at a later date to add to the existing electronic record.

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What services are provided?

Responsibilities for the Department include:

  • The Health Records Library
  • Patient registrations and data quality checking
  • Provision of patient Health Care Files during core service hours
  • Emergency (out of hours) provision of patient Health Care Files
  • Access Requests under the Data Protection Act (Living) and Access to Health Records Act (Deceased)
  • Administration of Living Will/Advanced Directives
  • Management of the e-HR (Electronic Health Record) system

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Health Records

The Health Records Team will ensure your information is managed under the following General Data Protection Regulations (GDPR) in force from 25th May 2018.

  • Processed lawfully, fairly and in a transparent manner in relation to individuals
  • Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes
  • Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed
  • Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay
  • Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals
  • Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.