Outpatients and Health Records

Health Records

The Health Records Department is responsible for the storage of over half a million paper medical records, all of which we are in the process of transferring onto the Trust's internal Electronic Document Management System, which will improve accessibility of records for our Clinicians and assist with patient care.

The primary function for holding health records is to support the delivery of individual patient care. However, you may be receiving care from other professionals as well as the NHS (for example Social Services), and in these instances it may be necessary to share some information about you.

To support your healthcare, your records may be used for many reasons. Here are some examples:

• To ensure that health professionals have accurate and up to date information to assess your health and to decide what care you need.

• To ensure that full information is available should your care be transferred to another clinician or another hospital.

• To ensure that there is accurate information should we need to review the type and quality of care that you have received (this is called clinical audit)

• To help to plan and improve future services

• To help the NHS continually train its staff

• To carry out health research for the benefit of everyone using only information in a way that individuals cannot be identified (if the information identifies you, your consent will be requested)

The Data Protection Act 1998 gives patients the right to see what has been written in their health records. Any patients requiring access to their records may do so by submitting an application in writing to:

The Subject Access Request Office
Health Records Department
Central Outpatients Department
Hartshill
Stoke on Trent
ST4 7PA

Access to view records is free of charge. (However, if copies are required there is a fee of 50 pounds).

Applications can only be processed if received in writing and the necessary information provided to establish identity and to verify that the applicant has the authority to view the records.

Outpatients

When Leaving the Clinic

At the end of your consultation you will be handed a clinic outcome form – please ensure that you hand this in to the receptionist before you leave the clinic, as it will contain specific information about your future care.

Deaf Awareness

There is a hearing loop system within the Central Outpatients Department. Please let reception know if you need to use it.
 

Contact Information for the Outpatients and Health Records Department 

Did you know you can request a copy your clinic letter?

Normally, your clinic letter is just sent to your GP. However, you might want to retain a copy for your personal records.

If you would like to do this, simply:

1. Tell reception you would like a copy of your clinic letter

2. Reception will give you a blue form to fill in

3. Fill the blue form in while you are waiting for your appointment

4. Hand the blue form to your doctor when you go in for your appointment

5. Your doctor will give this to their secretary

6. Their secretary will then send a copy of the letter to you

 This service is free of charge.

Appointment Centre Opening Times

The Appointment Centre is open Monday - Friday 08:00am until 18:00pm and Saturday 09:00am until 13:00pm

Telephone: 01782 555444