Overview of Departments
Health Records Department
Overview
The Health Records Department is a vital part of Hampshire Hospitals NHS Foundation Trust (HHFT). Our team works across two of our hospital sites:
Basingstoke and North Hampshire Hospital
Royal Hampshire County Hospital, Winchester
Historically, the department was responsible for creating, maintaining, and storing paper medical records for every outpatient and inpatient attending our hospitals. As part of our commitment to modern, efficient, and secure patient care, the service has transitioned from paper records to a fully digital system through the Electronic Document Management System (EDMS).
This move supports quicker access to clinical information, reduces reliance on physical storage, and enhances the overall quality and safety of patient care.
Digital Transformation: Moving to EDMS
All active patient notes are currently being scanned and uploaded into EDMS, supporting our move towards a digital‑first way of working.
This transition allows clinical teams to access a single, comprehensive patient record quickly and securely.
What is EDMS?
The Electronic Document Management System (EDMS) is a digital solution that enables clinicians to:
Access patient records immediately
Store, manage, and retrieve clinical documents
View paper‑based content alongside information from other clinical IT systems
Gain a complete and up‑to‑date overview of a patient's medical history
EDMS functions as an electronic case note or digital medical record, improving safety, efficiency, and continuity of care.
For more details, visit:
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Outpatient Departments at HHFT
Our Locations
HHFT provides outpatient services across three hospital sites:
Basingstoke and North Hampshire Hospital
Royal Hampshire County Hospital, Winchester
Andover War Memorial Hospital
These departments play a vital role in supporting patient care, offering:
Initial consultations
Follow‑up appointments
Diagnostic tests
Minor treatments
Access and referral to wider healthcare services
When You Arrive
Self Check‑In Kiosks
To help reduce waiting times, each hospital has self‑check‑in kiosks located near the Outpatient Department entrances.
You can check in by:
Scanning the barcode on your appointment letter, or
Entering your personal details manually
This provides a fast and efficient way to let the clinical team know you’ve arrived.
Reception and Support Staff
If you prefer to speak to someone, or if you need help finding your clinic, our friendly team is always available. This includes:
Reception staff
Administrative teams
Hospital volunteers
They are happy to assist with check‑in, directions, or any general enquiries.
What to Expect During Your Visit
Depending on your appointment, you may receive:
A consultation with a specialist
Diagnostic tests (e.g., blood tests, imaging, monitoring)
Minor procedures
Information about next steps or further care
Please allow extra time for possible delays, as clinics occasionally run behind due to emergencies or complex patient needs.
Assistance Dogs
Assistance dogs are specially trained dogs working with an individual person to support them in a number of ways. These include:
• Guide dogs: supporting people with visual impairment or sight loss with guiding.
• Hearing dogs: supporting people with hearing loss or impairment.
• Assistance dogs: aiding mobility and support daily living such as undressing and picking dropped items up off the floor, opening and closing doors etc.
• Medical alert dogs: trained to constantly monitor their partner’s health condition and alert to impending episodes where their health would acutely deteriorate. Syndrome.
• Autism assistance dogs: supporting people with autism.
• Dogs supporting people who have mental health issues.
Dogs that are registered with a visiting AAI dog organisation. These dogs are pet dogs which have been assessed by a visiting AAI dog organisation (eg, Pets as Therapy) and are accompanied by their owners who are registered volunteers with the organisation.
Dogs trained specifically for AAI in health care settings. These are specially trained dogs and highly trained handlers who are part of an organisation providing AAI services.
If a patient requires a dog in attendance for an outpatient appointment, this must be the last appointment of the session to allow for deep cleaning.
Patients pet dogs are not permitted to enter the hospital, except in exceptional circumstances.
Additional Information
Wheelchairs are available to use situated at the main entrance.
Bariatric Patients – Please notify the department prior to the appointment.
Patient Transport is provided by SCAS (South Central Ambulance Service) or a volunteer service.
Transport is not booked by the outpatients department.
Interpreters including BSL available with prior notice.
Medical Photography (Clinical Photography)
Medical photography—also known as clinical photography—is used as a visual method of recording a patient’s condition. These images support clinical care and may be taken to help with diagnosis, to monitor changes over time, or to document progress during treatment.
What Do Clinical Photographers Do?
Clinical photographers are qualified professional healthcare scientists who specialise in photographing patients for medical purposes. They work in accordance with:
NHS standards
Hampshire Hospitals NHS Foundation Trust protocols
Professional codes of conduct
All clinical photographers at HHFT are registered medical illustrators on the Academy of Healthcare Science (AHCS) register, ensuring safe, ethical, and high‑quality clinical imaging.
How Clinical Images Are Used
Clinical images (such as photographs or video) form part of a patient’s healthcare record. They may be used to:
Support diagnosis
Monitor the progression of a condition
Plan future treatment
Provide a visual reference during clinical decision‑making
In some cases, images may also be used for teaching or educational purposes, but only with the patient’s appropriate level of consent.
Consent is always obtained before any images are taken, and patients can ask questions at any stage.
Access to Health Team
Overview
The Access to Health Team is responsible for recording and processing requests for personal data relating to individuals who have come into contact with Hampshire Hospitals NHS Foundation Trust (HHFT).
Individuals have the legal right to request access to any personal information the Trust holds about them. This is known as a Subject Access Request (SAR). Requests can be made by the patient themselves or by an authorised representative. SARs can be submitted through:
Our online portal
Verbal requests
Written requests, including those made via social media
How We Process Requests
When a request for copies of personal information is received, the Access to Health Team processes it in line with:
UK GDPR requirements
The Data Protection Act 2018
HHFT Health Records Policy
Departmental guidelines
Requests must normally be completed within one calendar month from the date the team receives all required identification and authorisation.
The timeframe may vary depending on the volume and complexity of the requested information.
Other Types of Information Requests
In addition to SARs, the team also manages requests from:
Police and law enforcement agencies
The Department for Work and Pensions (DWP)
Insurance companies
Members of the public requesting information relating to a deceased person
Each request type has specific criteria and legal requirements that must be met before any information can be released.
Growing Demand
The number of information requests received by the Trust increases each year. However, the ongoing digitisation of Health Records and improved electronic document transfer processes allow the team to keep up with demand efficiently and securely.
Requests Required for Patient Care
Any requests received by clinicians that relate directly to the ongoing treatment of a patient are passed to the appropriate clinical specialty for action. These are treated as part of normal clinical workflow, not as SARs.
Important: What To Do If You Receive a SAR
If you receive a Subject Access Request at any point, you must forward it immediately to the Access to Health Team.
Prompt referral ensures legal compliance and timely processing for the individual.
Animals & Pets in a healthcare setting https://trustnet.hampshirehospitals.nhs.uk/download_file/21535/182
Medical Photography & Illustration https://www.hampshirehospitals.nhs.uk/our-services/az-departments-and-specialties/medical-photography-and-illustration
FCSS Management Team https://trustnet.hampshirehospitals.nhs.uk/download_file/21536/182
Access to interpreting and advocacy services https://trustnet.hampshirehospitals.nhs.uk/corporate-services/PALS-and-complaints/translation-services
SCAS Transport for patients
https://trustnet.hampshirehospitals.nhs.uk/download_file/18789/182
Health Records
2024 Standard Operating Procedure for Notification of Deceased https://trustnet.hampshirehospitals.nhs.uk/download_file/20376/182
Standard Operating Procedure for Requesting visit folders for day forward loose filing
Clinical Photography Policy
https://trustnet.hampshirehospitals.nhs.uk/download_file/198/182
Consulting Facilities Local Induction
OPD Flow Management SOP
https://trustnet.hampshirehospitals.nhs.uk/download_file/6460/182
OPD Queue Management SOP
https://trustnet.hampshirehospitals.nhs.uk/download_file/6461/182
Electronic Patient Records are the future - so much so, Hampshire Hospitals has joined three other acute trusts in the region as part of a long-term project called OneEpr more information here.
In the meantime, by October 2025, Outpatients will also have transitioned to Electronic Patient Records.
- It is a significantly more efficient way to work
- There are major cost and space savings
- It will improve the delivery of patient care.
