Main contact details
While our services can be found at various NHS locations across Hampshire and the Isle of Wight, our head office is based in Southampton at:
Tatchbury Mount
Calmore
Southampton
SO40 2RZ
Phone number: 023 8231 0000
*Lines open Monday to Friday, 9am - 5pm.
All contact details for our services and main locations can be found under 'our services'.
If you need emergency support or help out of hours, please see our 'help in a crisis' page.
You can call us between 9am and 5pm, Monday to Friday, on 023 8231 1206. email hiowh.
For further information please see: PALS support hub
You can call us between the hours of 9am and 5pm, Monday to Friday, on 023 8231 1200.
Alternatively, you can email us at hiowh.
For further information, please see our addressing your concerns and complaints page.
Everyone has a right to access their health or personal data, this is known as a 'Subject Access Request.' Access requests are processed under the Data Protection Act 2018 or Access to the Health Records Act 1990.
Clinical records
Your clinical records are an important part of your care and treatment. In most cases, the Trust will store your medical records electronically.
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.
Our staff may also access information that is included in the Care and Health Information Exchange (CHIE) and the NHS Summary Care Record. Primary care services
Hampshire and Isle of Wight healthcare NHS Foundation Trust runs four Primary Care (GP practices) services; The Willow Group in Gosport, Shakespeare Road Medical Practice in Basingstoke, Solent GP Surgery in Southampton and Medina Healthcare on the Isle of Wight. If you are trying to access your records for these please contact the practice directly.
- The Willow Group: Online Access | The Willow Group
- Shakespeare Road Medical Practice: hiowicb-hsi.
srmp @nhs.net - Solent GP surgery: Contact us (solentgp.nhs.uk)
- Medina Healthcare: Medina Healthcare Surgery - Providing NHS Services
What am I entitled to access?
Under Data Protection Regulation, or Access to Health Records Act 1990 (in respect of deceased persons) you are entitled to access your health and personal records (staff only) and any other personal information held about you, either in electronic or paper form. You are also allowed to authorise other people to access that information with your written consent.
How to apply for a copy of your health and personal records?
All applications for access to health and personal records must be made in writing (which can be by letter or email), or you may wish to use the Trust’s Subject Access Request Form (which is linked below and also explains who to write to and what identification you will need to supply). If someone else is applying for a copy of your records (for example a solicitor), a request should be made in writing and MUST include a permission to share form from you.
You will need to provide two forms of identification, so that we can satisfy ourselves that you are the correct person to be making the request, as we need to ensure that we do not release information to someone unauthorised to access your information. Identification required is;
- Proof of address e.g. utility bill, bank statement, etc…
- Proof of identity e.g. birth certificate, passport, license, etc…
- If you are making a request on behalf of someone else you will also need to provide proof of entitlement e.g. parental responsibility, power of attorney over health, etc…
If I give my written permission, what information does that entitle someone to access?
You can be as specific or general as you wish. For example, you may wish to allow a Solicitor to either access only one particular period or illness in your health and personal records, or allow them to have a copy of all your records
What happens after I have made a request or given my written permission?
After you, or the person you have nominated to have access to your health and personal records, have returned the correct identification and where applicable consent, the Trust completes a tracking log which will ensure that:
- your request is actioned within a one month – the Trust will contact you in the event that your request may take longer to process
- the appropriate steps are completed in accordance with the Trust’s Subject Access Requests and Disclosure of Personal Data Procedure
- the correct identified information is copied and electronically held information printed
- records will then be reviewed, as there are certain exemptions to the release of information that would be redacted, such as;
- Information provided about you by someone else if they haven’t given permission for you to see it
- Information that relates to criminal offences
- Information that is being used to detect or prevent crime
- Information that could cause physical or mental harm to you or someone else. Under the Data Protection Legislation, a relevant Consultant or Healthcare Professional may make the decision to withhold information contained in your records if they feel it may be detrimental to your, or another person’s, physical or mental health. They may also invite you in to view your records
How does the Trust safeguard my health and personal records?
Hampshire and Isle of Wight Healthcare NHS Foundation Trust has a nominated Caldicott Guardian whose responsibility it is to ensure your confidentiality in accordance with your legal rights. In addition, the Trust’s Information Governance Team, work within a framework of a number of Trust policies to ensure that:
- your records are safely held
- access, other than by yourself, is strictly controlled
- your privacy and confidentiality is always upheld
Where are my records kept?
- All your records are held in Trust premises, as well as in the electronic patient record.
- When your records are no longer required, for example, after you have been discharged, your records are kept securely at the last place you had contact with the service, or at a secure off-site storage facility.
- After a specified period of years in storage, if your records have not been recalled to provide you with a service, they are securely destroyed
Who can access my health and personal records?
Hampshire and Isle of Wight Healthcare NHS Foundation Trust has arrangements in place with local hospital trusts, local authorities and neighbouring Primary Care Trusts (e.g. commissioning bodies), to share information. This will ensure that you have continuity of care throughout the Hampshire and Isle of Wight areas. Only staff directly involved with your care will have access to your clinical information.
Further information
Our Access to Records team can provide further information and advice. Please contact them on 023 8087 4189 or via hiowh.
You can also contact the Information Commissioner's Office (ICO).
Forms and policies
Shakespeare Road Medical Practice
Shakespeare House Health Centre
Shakespeare Road
Basingstoke RG24 9DT
Tel: 01256 464 151
Email: hiowicb-hsi.
Open: 8am - 6.30pm, Monday to Friday
The Willow Group
We operate over four sites: Brune, Forton (incorporating our Same Day Access Service), Stoke Road and Waterside Medical Centres.
The telephone number for all Willow Group sites is 023 9200 5450
Email: hiowicb-hsi.
Open: 8am - 6.30pm, Monday to Friday
Mental health support
If you want to talk to someone about how you're feeling, or what you're experiencing, you can contact any of the places listed on our help in a crisis page.
If it is an emergency and your life is in danger please dial 999.
Physical health support
If you have a concern about a physical health problem out of hours, speak to your GP. They will have their own out of hours arrangements to ensure you receive the care and treatment you need. You can also call 111 for out of hours help, or get online help via 111.
The Communications team is open for enquiries from journalists and members of the media from Monday to Friday, 9am - 5pm.
Please email hiowh.
If you need to contact the team out of hours you can call 07017 029238.
Please note, this number is only for use, between the hours of 5pm and 9am.
For more information about our latest news please see our news and views page.
- For any queries regarding any of our MSK services in Southampton, please contact us using our enquiries/booking line: 0300 123 6680
- The Southampton Pain Management Service can be contacted directly on: hiowh.
southamptonpainteam @nhs.net -
For any queries regarding any of our MSK services in Portsmouth, please contact us using our enquiries/booking line: 0300 123 6682
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The Portsmouth Chronic Fatigue Syndrome Service can be contacted directly on: 0300 123 6669
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The Specialist MSK service (for Fareham, Gosport and South East Hampshire only) can be contacted using our enquiries/booking line: 0300 123 6615.
If you wish to contact any of our carers leads, please email hiowh.
If you wish to give feedback on services, please email hiowh.
If you wish to contact the People Participation team, please email hiowh.
If you wish to contact the Community Engagement team, please email hiowh.
We are always keen to improve our website. If you have spotted anything which you think can be improved or is incorrect, please email us at hiowh.
To contact our recruitment team about a job, email: hiowh.