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Your medical records

Your medical records are an important part of your care and treatment. In most cases, the Trust will store your medical records electronically.

 
Hands typing on a computer keyboard

Electronic records mean that information about your care can be stored safely in one place, with no need to move paper records between our sites and services.

Most of our records are stored using a system called OpenRiO. Some services use different systems, such as CaMIS, eCaMIS, eDocs, eQuest, HICSS and Symphony. 

Electronic records will hold information about your referral, appointments and clinical information. We can also store X-ray, CT and MRI scan records. Staff also use the records to manage their diaries and write letters and reports.

Our staff may also access information that is included in the Hampshire Health Record (HHR), and the NHS Summary Care Record. You will be asked for your consent to do this, and you can opt out if you choose. 

Electronic records improve your care and treatment

Storing your records electronically means:

  • The most up-to-date information will be available to each member of the care team throughout the day and night.
  • Your care team will find it easier to access your information as this will be held in one place.
  • Staff will be able to spend more time with you.
  • The Trust will be better able to plan and manage the services it provides to you.

Only staff involved in your care will have access to your records

Keeping your records safe and secure is a priority for the Trust.
In order to access records, staff have 'Smartcards' which work in a similar way to your bank card. They must use this card (which includes a photo of the staff member) with their unique PIN number before they can access your record.

Smartcards aren't a requirement for the South West Community Hospitals electronic records. In order to access records staff must have had training in the clinical system, had their access level agreed by their line manager and acknowledged the Caldicott Principles associated with access to the system.

Only relevant information about your care will be recorded in our records. Other health information held by your GP will not normally be entered into our systems. 

If you are a carer we will need to hold some of your basic details, such as name and address. This will enable us to help you with your caring responsibilities.

Accessing your records

If you want to see your medical records, you can speak to your GP or a member of your care team.  

For further guidance, speak to our Customer Experience Team. They provide confidential and impartial advice. 

Related information

How we handle information about you - Fair processing

Information Sharing leaflet

The Care Record Guarantee

The Social Care Record Guarantee

Access to Health and Personal Records leaflet

Read the Access to Personal/Health Records Procedure 

In order to request copies of any medical notes, records, scans, x-rays, and any other information created and held by Southern Health, please complete and submit the form below:

Subject Access Request application

In order to request records of deceased patients, please complete and submit the form below:

Access to Records application

Who can I speak to about my records?

Female member of staff smiling

You can contact your GP or a member of your care team.

You can also speak to our Information Assurance Team:

Information Assurance Team
Records Manager
Southern Health NHS Foundation Trust
2 Sterne Road
Calmore
Southampton
SO40 2RZ

023 8087 4000

Email the team