First reported 12 Sep 2013•Latest report 22 Jun 2026
Definition
What this concern includes
Includes failures to retrieve, locate, present or provide access to relevant existing records for assessment, treatment and care decisions.
Not included
Excludes absent or inaccurate information that was never reliably recorded.
Excludes failures to transfer otherwise available information to another service or recipient.
Excludes failure to review records that were already available unless access or retrieval was also deficient.
Reports
122
Distinct published reports
Individual concerns
129
A report can raise multiple concerns
Date range
2013–2026
First to latest report issue date
Stated actions
192
Described in published responses
Reports over time
Reports over time
Reports about this concern issued each year.
* 2026 is projected from reports observed to 7 Sep 2026.
Most frequent recipients
Most frequent recipients
Reports about this concern sent to each recipient.
Department of Health and Social Care23
NHS England22
Care Quality Commission6
Barts Health NHS Trust5
Betsi Cadwaladr University LHB5
HM Prison and Probation Service5
Cwm Taf Morgannwg University Local Health Board4
Manchester University NHS Foundation Trust4
Recipient name withheld4
Swansea Bay University Local Health Board4
Leicestershire Partnership NHS Trust3
North London NHS Foundation Trust3
Nottinghamshire Healthcare NHS Foundation Trust3
Royal London Hospital3
Tameside and Glossop Integrated Care NHS Foundation Trust3
NHS trust67
Ministerial department26
Executive non-departmental public body25
Local health board14
Healthcare site11
Multi-service care provider11
Integrated care board8
Health and social care service regulator6
Prison or young offender institution6
Type not available6
Company limited by guarantee5
Executive agency5
Police force4
Devolved government3
Health-system partnership3
Concerns and responses across reports
Only concerns grouped under this recurring concern are included. Select any concern, action or position to view the source wording.
Dorset
Concerns raised1
Failure of SystmOne to make vital prison healthcare information readily identifiable
This report raised 4 other concerns. They are not shown here because they do not form part of this recurring concern.
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
Actions described in response An action is something a respondent says it has done, is doing, or plans to do in response to the concern raised.7
Action
Maintain prison-specific SystmOne templates and prescribing modules adapted for secure healthcare settings.
Stated by NHS EnglandStated completedThe respondent said that this action was complete when they made their response on 22 October 2021.
Action
Provide prison sites access to integrated summary care records containing significant health information, medication and allergy details.
Stated by NHS EnglandStated completedThe respondent said that this action was complete when they made their response on 22 October 2021.
Action
Develop SystmOne links to PNOMIS and enable community-record access through GP2GP electronic transfer.
Stated by NHS EnglandStated plannedThe respondent said that this action was planned when they made their response on 22 October 2021.
Action
Consider the concern when developing capabilities for the HJIS re-procurement.
Stated by NHS EnglandStated plannedThe respondent said that this action was planned when they made their response on 22 October 2021.
Action
Adopt GP2GP to enable electronic transfer of patient records into HJIS when patients enter the detained estate.
Stated by NHS EnglandStated plannedThe respondent said that this action was planned when they made their response on 22 October 2021.
Action
Adopt the Primary Care Registration Management system for HMPPS healthcare when delivered.
Stated by NHS EnglandStated plannedThe respondent said that this action was planned when they made their response on 22 October 2021.
Action
Support the HJIS transformation programme rolling out new Spine functionality across detained-estate sites.
Stated by NHS EnglandStated in progressThe respondent said that this action was in progress when they made their response on 22 October 2021.
Respondent positions A position is what a respondent says about the concern when they do not describe a specific action.5
Position
The bespoke prison SystmOne module, templates and integrated summary care record are considered adequate existing adaptations for accessing and highlighting relevant patient information.
Stated by NHS EnglandExisting arrangements considered sufficientThe respondent said that existing arrangements were sufficient, so no further action was needed.
Position
Healthcare matters in the prison estate are commissioned by NHS England and Improvement, which has already provided a response.
Stated by Department of Health and Social CareRedirects responsibilityThe respondent said that another organisation was responsible for deciding or taking action.
Position
Matters of concern i, ii, iii and v do not relate to NHS Digital, so it has no comment on them.
Stated by NHS EnglandOutside remitThe respondent said that this matter was outside its role or authority.
Position
NHSEI sets HJIS policy and holds the bespoke HJIS contract, rather than NHS Digital.
Stated by NHS EnglandRedirects responsibilityThe respondent said that another organisation was responsible for deciding or taking action.
Position
NHS Digital is unable to comment further on HJIS design and functionality under the current contractual arrangements.
Stated by NHS EnglandUnable to actThe respondent said that a constraint prevented them from taking the relevant action.
Milton Keynes
Concerns raised1
Failure of healthcare information systems to provide providers with access to complete patient records
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
Respondent positions A position is what a respondent says about the concern when they do not describe a specific action.1
Position
The receiving provider was given comprehensive referral information, which it considered sufficient to proceed with admission.
Stated by Department of Health and Social CareDisputes the concernThe respondent disagreed with part of the concern or the basis for it.
Norfolk
Concerns raised1
Failure to obtain treatment summaries from other hospitals before procedures
This report raised 5 other concerns. They are not shown here because they do not form part of this recurring concern.
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
Actions described in response An action is something a respondent says it has done, is doing, or plans to do in response to the concern raised.3
Action
Develop operational workarounds to share and transfer information across regional clinical IT systems.
Stated by Norfolk and Norwich University Hospitals NHS Foundation TrustStated in progressThe respondent said that this action was in progress when they made their response on 7 May 2021.
Action
Progress the approved strategic case for a shared electronic patient record through national regulatory approval toward regional implementation.
Stated by Norfolk and Norwich University Hospitals NHS Foundation TrustStated in progressThe respondent said that this action was in progress when they made their response on 7 May 2021.
Action
Implement the regional shared-care record programme by scanning active patient records into the electronic document-management system for provider access.
Stated by Norfolk and Norwich University Hospitals NHS Foundation TrustStated in progressThe respondent said that this action was in progress when they made their response on 7 May 2021.
County Durham and Darlington
Concerns raised1
Failure to upload PDF medical records and important information promptly in original form to the electronic notes system
This report raised 4 other concerns. They are not shown here because they do not form part of this recurring concern.
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
Actions described in response An action is something a respondent says it has done, is doing, or plans to do in response to the concern raised.1
Action
Implement Cito electronic records functionality for scanning, uploading and viewing documents.
Stated by Tees, Esk and Wear Valleys NHS Foundation TrustStated plannedThe respondent said that this action was planned when they made their response on 13 April 2021.
Respondent positions A position is what a respondent says about the concern when they do not describe a specific action.2
Position
Operational processes for locally commissioned mental health services are the responsibility of local NHS providers and their commissioning partners.
Stated by Department of Health and Social CareRedirects responsibilityThe respondent said that another organisation was responsible for deciding or taking action.
Position
Enforcement action was not required because the regulator concluded there was no ongoing risk to service users.
Stated by Department of Health and Social CareNo action considered necessaryThe respondent said that no further action was needed.
Manchester South
Concerns raised1
Unavailability of medical records across Trust hospital sites
This report raised 6 other concerns. They are not shown here because they do not form part of this recurring concern.
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
Actions described in response An action is something a respondent says it has done, is doing, or plans to do in response to the concern raised.1
Action
Establish a Trust-wide electronic patient record, with implementation work underway toward the planned September 2022 go-live.
Stated by Manchester University NHS Foundation TrustStated in progressThe respondent said that this action was in progress when they made their response on 19 November 2020.
Plymouth, Torbay and South Devon
Concerns raised1
Unavailability of full patient medical records before anaesthesia
This report raised 1 other concern. They are not shown here because they do not form part of this recurring concern.
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
No linked response statements
No respondent-stated action or position is linked to these concerns in the published data.
County Durham and Darlington
Concerns raised1
Electronic prescribing systems failing to direct prescribers to relevant medical records and the ‘Active Problems’ section
This report raised 1 other concern. They are not shown here because they do not form part of this recurring concern.
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
No linked response statements
No respondent-stated action or position is linked to these concerns in the published data.
Central Hampshire
Concerns raised1
SystmOne failing to facilitate retrieval of key suicide and deliberate self-harm risk information
This report raised 4 other concerns. They are not shown here because they do not form part of this recurring concern.
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
Actions described in response An action is something a respondent says it has done, is doing, or plans to do in response to the concern raised.2
Action
Distribute guidance to offender-care sites on using SystmOne searches to identify suicide and self-harm history.
Stated by Central and North West London NHS Foundation TrustStated completedThe respondent said that this action was complete when they made their response on 9 March 2020.
Action
Remind staff to use SystmOne search tools when information entered by other organisations is difficult to locate.
Stated by Central and North West London NHS Foundation TrustStated plannedThe respondent said that this action was planned when they made their response on 9 March 2020.
Respondent positions A position is what a respondent says about the concern when they do not describe a specific action.2
Position
SystmOne’s contract is managed by NHS England, while system developments are for NHS England and TPP to consider.
Stated by Central and North West London NHS Foundation TrustRedirects responsibilityThe respondent said that another organisation was responsible for deciding or taking action.
Position
Clinicians are not reliant solely on patients’ disclosed answers or presentation when assessing suicide and self-harm risk.
Stated by Central and North West London NHS Foundation TrustDisputes the concernThe respondent disagreed with part of the concern or the basis for it.
Manchester South
Concerns raised2
Incomplete digitisation preventing professionals from accessing each other's notes
Failure of digital information access between acute and community trusts
This report raised 9 other concerns. They are not shown here because they do not form part of this recurring concern.
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
Respondent positions A position is what a respondent says about the concern when they do not describe a specific action.2
Position
The local NHS is expected to reflect on the LeDeR findings and address local failings in care for people with learning disabilities.
Stated by Department of Health and Social CareRedirects responsibilityThe respondent said that another organisation was responsible for deciding or taking action.
Position
Community care matters in Derbyshire fall outside the Greater Manchester Health and Social Care Partnership’s remit.
Stated by NHS Greater Manchester Integrated Care BoardOutside remitThe respondent said that this matter was outside its role or authority.
Manchester North
Concerns raised1
Failure to make complete lists of current and recent prescriptions readily accessible
This report raised 2 other concerns. They are not shown here because they do not form part of this recurring concern.
Responses linked to these concerns
Each statement is shown once, even when linked to more than one concern.
No linked response statements
No respondent-stated action or position is linked to these concerns in the published data.
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Includes failures to retrieve, locate, present or provide access to relevant existing records for assessment, treatment and care decisions.
