Governance


Constitution


Getting access to your health records

Data protection legislation gives you the right to get a copy of your personal data including the information in your Health Care Record or Medical Record. This is called a Subject Access Request (SAR). Each NHS organisation holds their own records; we can only supply records about your care at University Hospitals Sussex NHS Foundation Trust.

Children can also exercise their data protection rights. Even if a child is too young to understand subject access rights, it is still their right to access information held about them, rather than the right of anyone else such as a parent or guardian. But, in the case of young children this right is likely to be exercised by someone with parental responsibility for them. Before we respond to a subject access request for information about a child, we will consider if they are mature enough to understand their rights or if it is in the best interests of the child for someone to exercise the child’s rights.

If you would like to view your records or get a copy of them, you may submit your request in writing or verbally. To help us process your request faster, please include your name and address and describe the information that you are requesting – giving us as much detail as you can to help us correctly identify and find it. You will also need to provide proof of your identity.

  • We must act on a subject access request within one month of receiving it.
  • Your friends and family are not allowed to ask to see your records without your consent.
  • In certain circumstances your right to see some details in your health care record may be limited in your own best interests.
  • You have the right to request that any inaccuracies are corrected or annotated.

If you have any queries about your request, please contact the relevant Subject Access Request Team.

Submitting a request for access to your health records

A request does not need to be in a particular format, but it may help you to use our Subject Access Form to provide the information that we need to deal with your request.

Forms and documents to download

Requests in writing should be sent to:

For Royal Sussex County or Princess Royal Hospitals:

Princess Royal Hospital

Subject Access Request Team

Lewes Road
Haywards Heath
West Sussex RH16 4EX

01444 441881 Ext 68013

uhsussex.subject.access@nhs.net

For Southlands, St Richard’s or Worthing Hospitals:

Worthing Hospital

Subject Access Request Team

Lyndhurst Road

Worthing

West Sussex BN11 2DH

01903 205111 Ext 85645

uhsussex.subject.access@nhs.net

Patient confidentiality
  • By law, everyone working for or on behalf of the NHS or other qualified health care providers must respect your confidentiality and keep your information secure.
  • We reassure you that the computer systems we use are subject to strict access controls and only staff who are involved in your care will have access to your records.
  • We will always obtain your consent  before sharing your information with other health professionals unless exempted by law.
  • When we do share your information we will always endeavour to use the most secure method available where possible

You can now also manage the letters you receive from the hospitals online using My Health and Care Record

Further information

Visit the Information Commissioner’s Office website at www.ico.gov.uk

If you have any concerns over the use of your medical information, please discuss these with your health professional during your next hospital visit.

University Hospitals NHS Foundation Trust is a data controller under Data Protection Legislation. We collect and keep information about you in order to give you the best possible care.

We keep your information on paper and on computer. We keep your information secure and by law you are entitled to ask to see a copy

You can find out more about how we handle your personal information in our leaflet:


Sharing Patient Information

University Hospitals Sussex NHS Foundation Trust uses patient information in lots of different ways to ensure the best treatment for our service users. We also use staff data in order to carry out our obligations as an employer.

To ensure each new regular use of information is legal, we undertake a Data Protection Impact Assessment (DPIA), which is a risk assessment recommended by the Information Commissioner’s Office (ICO), which is the regulator of the Data Protection Act 2018. These assessments are processed by the Trust’s Information Governance Team and approved by the Trust’s Data Protection Officer (DPO).

To make sure we are being transparent with our patients about what we are doing with their information, we regularly publish and update our most recent list of approved DPIAs.

Following the Trust’s updating its DPIA documentation to meet the needs of the new Data Protection Legislation from May 2018, any DPIAs authorised using that documentation now have a detailed summary of the project it concerns and its benefits.

If you would like further information about any of these DPIAs or the information being shared, please email: uhsussex.informationgovernance@nhs.net.


Freedom of Information (FOI)

We are committed to openness and accountability for the services we provide.

The Freedom of Information (FOI) Act came into force in January 2005 and provides public access to recorded information held by public authorities.   The Act recognises that everyone has the right to know how public services, such as the NHS, are organised, managed and how much they cost. 

The Act covers non-personal information that the Trust holds, regardless of its format or when it was created. 

Further information about the Act and how to submit a request for information to the Trust can be found on the Information Commissioner’s website

Non-urgent advice: Please note

If you are seeking personal health records, this is called a Subject Access Request (SAR) and these requests should not be submitted to the FOI team.  You should instead submit a subject access request.

How we provide information

We provide information online via our publication scheme. This outlines the information that we routinely make publicly available.

We also respond to requests for information held by us in accordance with guidance from the Information Commissioner’s Office. There are, however, some circumstances when information cannot be disclosed.  The Freedom of Information Act recognises that there will be valid reasons why some information may be withheld, and provides a range of exemptions that may apply to the information requested.  If we are unable to provide information, we will explain the reasons why in our response.

Making a request for information (FOI)

If you are seeking personal health records, you should instead submit a subject access request.

For other information covered by the Freedom of Information (FOI) Act, please check our publication scheme before submitting a request. If it does not contain the information you require, you can submit a request to our FOI Team.

By email: UHSussex.foi@nhs.net

By post:

Freedom of Information Office, C/O Company Secretary

University Hospitals Sussex NHS Foundation Trust

Worthing Hospital

Lyndhurst Rd,

Worthing BN11 2DH

Responding to your request

We will send you confirmation that we have received your request. This will include a reference number, which you should include in any communication with us about your request.

We will aim to respond to your request within 20 working days.

Charges and fees

We are entitled to charge for certain costs. We will always contact you in advance to make you aware of any charges that may be made and to check whether you still want to continue with the request.

Re-using our information

To comply with the Re-use of Public Sector Information Regulations (2005), information is provided under the Open Government Licence (OGL). This licence does not grant any right to use this information in a way that suggests any official status or that University Hospitals Sussex NHS Foundation Trust endorse you or your use of the information. The re-use of our information indicates acceptance of the terms and conditions as set out in the OGL

When you use our information under the OGL, you should include the following attribution:

University Hospitals Sussex NHS Foundation Trust 2021, licensed under the Open Government License: http://www.nationalarchives.gov.uk/doc/open-government-licence/version/3/

If you wish to re-use information outside of the licence terms then please inform the Trust by contacting the FOI Office, as unauthorised re-use may be in breach of copyright law. For information where the copyright is owned by another person or organisation, you must apply to the copyright owner to obtain their permission to re-use. Further guidance regarding the re-use of information can be found on the National Archives website.

Freedom of information FAQs

Can I request access to personal information under the Act?

Access to personal information that the Trust may hold about you is not available under the Freedom of Information Act.  Requests for information relating to your care, health records or employment records are processed in line with the Data Protection Act 2018, and are called Subject Access Requests.  To make a subject access request email uhsussex.subject.access@nhs.net

Can the Trust refuse to provide information under the Freedom of Information Act?

The Act aims to strike a balance between promoting openness, protecting the privacy rights of individuals and maintaining the right to confidentiality.  This balance is achieved through use of the exemptions defined by the Act.  Further information about Freedom of Information exemptions can be found on the Information Commissioners website

Under the terms of the Act, some or all of the information you request may be exempt from disclosure. If this is the case, we will advise you of the reason(s) why we cannot fulfil your request, including what exemption(s) have been applied.

When will I receive a response?

Once we have processed your request, we will send you the information requested, provided it is held by University Hospitals Sussex NHS Foundation Trust and is not exempt from disclosure.  We will supply the information in the format you requested, as far as possible.  If we know that the information is held by another public authority, we will supply you with relevant contact details of the other organisation.

In compliance with the Act, we will endeavour to respond to your request within 20 working days from the date we receive your written request.  If we are unable to provide the information requested within 20 working days, we will advise why, and provide a date by when we expect to be able to respond.

What if I’m not happy with my response?

If you are not satisfied with the response to your request for information because of a refusal, a failure to respond or failure to give proper advice, you can make a complaint to the Trust.  Please quote your FOI reference number on any correspondence.

The address of our FOI review department is:

Freedom of Information Office, C/O Company Secretary

University Hospitals Sussex NHS Foundation Trust

Worthing Hospital

Lyndhurst Rd,

Worthing BN11 2DH

The Trust will then have an additional 20 working days in which to respond to your complaint. Any review will normally be under the control and direction of a senior member of staff who had no involvement in the original decision or process.

If you remain dissatisfied at the conclusion of any review, you have the right to appeal to the Information Commissioner within two months of receiving our response.  This can be done via their website ico.org.uk or via telephone – 0303 123 1113.

Where can I find out more?

If you have any other general questions or concerns about the Freedom of Information process, please contact the Freedom of Information Office at UHSussex.foi@nhs.net


Publication scheme

University Hospitals Sussex NHS Foundation Trust was formed on 1 April 2021, through the merger of Brighton and Sussex University Hospitals NHS Trust and Western Sussex Hospitals NHS Foundation Trust.  Our new publication scheme is a guide to the information which we make publicly available and is currently under development.

The publications are all free electronically unless otherwise indicated.  There may be a charge for hard copies of publications.

If you require information not available through our publication scheme, please submit your request to the Freedom of Information Office at UHSussex.foi@nhs.net

The scheme is in seven parts:

Who we are and what we do

About UHSussex
Location: About Us section on our website

Directory of clinical services
Location: Our services section on our website

Our hospitals
Location: Hospitals section on our website

The Trust Board
Location: Board member’s profiles are available on our website

What we do
Location: About Us section on our website

What we spend and how we spend it

Annual reports and accounts information
UHSussex was formed on 1 April 2021. This information is not yet available for the new Trust. Legacy information can be found on: Annual reports section on BSUH website and Annual reports section on WSHT website.

Details of contracts currently being tendered
Location: For the most up to date information on tenders requiring OJEU adverts – Tenders Electronic Daily (TED)

Executive remuneration
UHSussex was formed on 1 April 2021. This information is not yet available for the new Trust. Legacy information can be found on:Annual reports section on BSUH website and Annual reports section on WSHT website.

Funding
UHSussex was formed on 1 April 2021. This information is not yet available for the new Trust. Legacy information can be found on:Annual reports section on BSUH website and Annual reports section on WSHT website.

Hospital redevelopment
Location: Information on the 3Ts development

List and value of contracts awarded
Location: For high value tenders – Tenders Electronic Daily (TED)

Staff pay and grading structures
Location: Staff are paid according to national pay scales

Trade union facility time

Trade union facility time reporting 2021-22

Trade union facility time reporting 2020-21

Trust transactions over £25,000
UHSussex was formed on 1 April 2021. View the latest reports. Legacy information can be found on: Expenditure over £25,000 section on the BSUH website and the Financial transparency section of the WSHT website

Our priorities and how we are doing

Annual reports and accounts information
UHSussex was formed on 1 April 2021. This information is not yet available for the new Trust. Legacy information can be found on: Annual reports section on BSUH website and Annual reports section on WSHT website.

Care Quality Commission
UHSussex was formed on 1 April 2021. This information is not yet available for the new Trust. Legacy information can be found on: CQC ratings section on BSUH website and CQC ratings section on WSHT website

Clinical governance
This information is not yet available for the new Trust. Legacy information can be found on: Annual reports section on BSUH website and Annual reports section on WSHT website.

Hospital redevelopment
Location: Information on the 3Ts development

Performance against targets – Key Performance Indicators (KPI)
This information is not yet available for the new Trust. Legacy information can be found on: Annual reports section on BSUH website and Annual reports section on WSHT website.

Priorities
Location: Patient first section on our website

Quality accounts
This information is not yet available for the new Trust. Legacy information can be found on: Annual reports section on BSUH website and Performance section on the WSHT website

Safety and quality
This information is not yet available for the new Trust. Legacy information can be found in our quality accounts on: Annual reports section on BSUH website and Performance section on the WSHT website

Vision and values
Location: About us section on our website

How we make decisions

The Trust Board
Location: Board member’s profiles are available on our website

Trust Board papers
Location: Our board section on our website

Hospital redevelopment
Location: Information on the 3Ts development

Patient feedback
Location: Contact us section on our website

Research and development
Location: Research section on BSUH website and Research & Innovation section on WSHT website

Our policies and procedures

Appointment queries

Location: Contact us section on our website

Complaints and compliments

Location: Contact us section on our website

Disciplinary policy

Employee information privacy notice

Equality and diversity

Location: Inclusion section on our website

Freedom of Information policy

Infection prevention

This information is still being combined for the new Trust, currently you can find this information in the: Infection prevention section on BSUH website and Infection control on WSHT website

Outpatient appointments

Location: Contact us section on our website

Overseas visitors

This information is still being combined for the new Trust, currently you can find this information in the: Overseas visitors section on BSUH website and Overseas visitors section on WSHT website

Patient access policy

Location: Key policies section on the BSUH website

Patient Advice and Liaison Service (PALS)

Location: Contact us section on our website

Visiting patients

Location: Visiting and Coronavirus page on our website

Lists and registers

Lists and registers
All lists and registers that the Trust is required to make publicly accessible are available by request from the Freedom of Information Office.  Please contact UHSussex.foi@nhs.net

Freedom of Information disclosure log/datasets
The Trust is currently developing this area of our publication scheme.  In the interim, information previously released through the Act can be requested from the Freedom of Information Manager.Location: Please contact UHSussex.foi@nhs.net

The services we offer

UHSussex Foundation Trust
Location: About Us section on our website

Bereavement office
For Brighton and Haywards Heath hospitals see: Bereavement office section on BSUH website; for Worthing and Chichester hospitals see Mortuary information section on WSHT website

Charities
Location: BSUH Charity section on BSUH website and Love your hospital charity on WSHT website

Clinical services
Location: Clinical services section on our website

Complaints and compliments
Location: Contact us section on our website

Contact Us
Location: Contact us section on our website

Directions and Parking
Location: Hospitals section on our website

Freedom of Information
Location: Freedom of Information section on our website

Health records – Subject Access Requests
Location: Accessing your health records section on our website

Hospitals
Location: Hospitals section on our website

Interpreting
Location: Inclusion section on our website

Learning disabilities
Location: Learning disabilities section on BSUH website; for Worthing, Southlands and Chichester hospitals see Learning disability nurses section on WSHT website

Library and knowledge service
Location: Library and knowledge service section on BSUH website and Library service on WSHT website

Nurseries
Location: Nurseries section on BSUH website

Patients and visitors
Location: For Brighton and Haywards Heath hospitals see Your visit section on BSUH website; for Worthing, Southlands and Chichester hospitals see Visiting section on WSHT website. Current information about visiting is on our Coronavirus page.

Patient Advice and Liaison Service (PALS)
Location: Contact us section on our website

Private healthcare
Location: Private patients section on BSUH website; Private patients section on WSHT website

Religious and Spiritual Needs
Location: For Brighton and Haywards Heath hospital see Religious and spiritual needs section on BSUH website; for Worthing and Chichester hospitals see Chaplaincy and spiritual care section on WSHT website

Satellite clinics
Location: Hospitals section on our website

Volunteering
Location: Volunteering section on our website

Ward Directory
Location: For Brighton and Haywards Heath hospital see Ward directory section on BSUH website; for Worthing and Chichester hospitals see Ward directory on WSHT website

Work experience
Location: Join us section on our website

Working and learning at UHSussex
Location: Join us section on our website


Trust transactions over £25,000