First reported 18 Apr 2017•Latest report 8 Jul 2025
Definition
What this concern includes
Includes failures to transfer, display, print, retrieve or otherwise make relevant mental health screening, assessment findings, conclusions and associated clinical notes available across institutions, Trusts or shared care settings when the information is needed for subsequent mental health assessment, prioritisation or onward referral.
Not included
Excludes generic electronic-record, IT, printing or information-sharing failures where mental health assessment information is not the material object.
Excludes failures in the quality of mental health assessment or referral decisions after the relevant information was reliably available.
Excludes failures limited to communicating with patients, families or carers unless the missing information is also needed by services conducting mental health assessment.
Excludes unrelated clinical information transfers and general medical-record availability concerns without a specific mental health assessment context.
Reports
5
Distinct published reports
Individual concerns
6
A report can raise multiple concerns
Date range
2017–2025
First to latest report issue date
Stated actions
18
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 Care2
Care Quality Commission1
Cwm Taf Morgannwg University Local Health Board1
Greater Manchester Mental Health NHS Foundation Trust1
NHS England1
South London and Maudsley NHS Foundation Trust1
Surrey and Borders Partnership NHS Foundation Trust1
Tees, Esk and Wear Valleys NHS Foundation Trust1
West Sussex County Council1
NHS trust3
Ministerial department2
English county council1
Executive non-departmental public body1
Health and social care service regulator1
Local health board1
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.
East Riding and Hull
Concerns raised1
Failure of different IT systems to make preceding mental health screening assessment data immediately available for subsequent assessments and onward referral
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.4
Action
Support broader clinical record sharing across organisational boundaries.
Stated by NHS EnglandStated in progressThe respondent said that this action was in progress when they made their response on 16 July 2025.
Action
Develop and implement the national initiative connecting Shared Care Records across England.
Stated by NHS EnglandStated in progressThe respondent said that this action was in progress when they made their response on 16 July 2025.
Action
Continue developing solutions to address fragmented IT systems and improve access to clinical information.
Stated by NHS EnglandStated in progressThe respondent said that this action was in progress when they made their response on 16 July 2025.
Action
Develop a personalised-care framework specifying information availability across mental health services and geographical areas.
Stated by NHS EnglandStated in progressThe respondent said that this action was in progress when they made their response on 16 July 2025.
Respondent positions A position is what a respondent says about the concern when they do not describe a specific action.2
Position
NHS England cannot currently mandate suppliers to implement the technical work needed for mental health data sharing via the National Record Locator.
Stated by NHS EnglandUnable to actThe respondent said that a constraint prevented them from taking the relevant action.
Position
Individual NHS Trusts are responsible for negotiating data-sharing protocols supporting information beyond the core standard.
Stated by NHS EnglandRedirects responsibilityThe respondent said that another organisation was responsible for deciding or taking action.
South Wales Central
Concerns raised1
Failure to provide assessing practitioners with immediate and comprehensive access to relevant mental health records across localities
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.11
Action
Standardise management of required paper records.
Stated by Cwm Taf Morgannwg University Local Health BoardStated in progressThe respondent said that this action was in progress when they made their response on 2 July 2026.
Action
Scope phasing out paper notes and maximise existing digital systems before implementing the single electronic record.
Stated by Cwm Taf Morgannwg University Local Health BoardStated in progressThe respondent said that this action was in progress when they made their response on 2 July 2026.
Action
Review paper and electronic archives and systems and standardise approved inpatient and outpatient care-planning documentation.
Stated by Cwm Taf Morgannwg University Local Health BoardStated completedThe respondent said that this action was complete when they made their response on 2 July 2026.
Action
Map information transfer between community and inpatient teams and share admission and discharge flow diagrams across the Care Group.
Stated by Cwm Taf Morgannwg University Local Health BoardStated completedThe respondent said that this action was complete when they made their response on 2 July 2026.
Action
Develop and distribute user guides for accessing and using FACE and shared-drive records.
Stated by Cwm Taf Morgannwg University Local Health BoardStated completedThe respondent said that this action was complete when they made their response on 2 July 2026.
Action
Use secure email inboxes for information sharing between RGH and Bridgend mental health teams.
Stated by Cwm Taf Morgannwg University Local Health BoardStated completedThe respondent said that this action was complete when they made their response on 2 July 2026.
Action
Develop and distribute the Clinical Information Access and Recording Matrix and accompanying standard operating procedure across mental health clinical teams.
Stated by Cwm Taf Morgannwg University Local Health BoardStated completedThe respondent said that this action was complete when they made their response on 2 July 2026.
Action
Develop and endorse a business case for a unified electronic record system.
Stated by Cwm Taf Morgannwg University Local Health BoardStated completedThe respondent said that this action was complete when they made their response on 2 July 2026.
Action
Review the national Welsh Community Care Information System strategic programme with Digital Health and Care Wales and other health boards.
Stated by Cwm Taf Morgannwg University Local Health BoardStated in progressThe respondent said that this action was in progress when they made their response on 2 July 2026.
Action
Plan the pre-implementation phase for transferring existing community mental health users to a Health Board Welsh Community Care Information System.
Stated by Cwm Taf Morgannwg University Local Health BoardStated in progressThe respondent said that this action was in progress when they made their response on 2 July 2026.
Action
Review the unified-record business case using implementation lessons to determine required resources and approach.
Stated by Cwm Taf Morgannwg University Local Health BoardStated in progressThe respondent said that this action was in progress when they made their response on 2 July 2026.
Respondent positions A position is what a respondent says about the concern when they do not describe a specific action.1
Position
Implementation of the integrated electronic record was delayed by infrastructure and resource issues, while national programme review affected implementation timescales.
Stated by Cwm Taf Morgannwg University Local Health BoardUnable to actThe respondent said that a constraint prevented them from taking the relevant action.
Manchester South
Concerns raised1
Failure to ensure staff undertaking risk assessments and formulating care plans have access to all relevant information
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.
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
Issue a Trust-wide safety alert instructing staff to check other services and access relevant information for risk assessments and care plans.
Stated by Greater Manchester Mental Health NHS Foundation TrustStated completedThe respondent said that this action was complete when they made their response on 5 May 2022.
Action
Run a quality improvement project to develop and improve cross-service clinical risk assessment, recording, information sharing, training and supervision.
Stated by Greater Manchester Mental Health NHS Foundation TrustStated in progressThe respondent said that this action was in progress when they made their response on 5 May 2022.
Respondent positions A position is what a respondent says about the concern when they do not describe a specific action.1
Position
Existing systems and information-sharing arrangements are considered sufficient; there are no plans to adopt one clinical record system across primary and secondary care.
Stated by Greater Manchester Mental Health NHS Foundation TrustExisting arrangements considered sufficientThe respondent said that existing arrangements were sufficient, so no further action was needed.
County Durham and Darlington
Concerns raised1
Failure to print medical notes and other documents from the Trust IT system in shared premises
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
Increase Liaison Team overnight staffing to two staff members.
Stated by Tees, Esk and Wear Valleys NHS Foundation TrustStated completedThe respondent said that this action was complete 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.
Surrey
Concerns raised2
Failure to routinely share clinical assessment records with receiving community mental health services outside the county
Failure to provide timely access to patient information held by mental health services in other counties
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 transfer, display, print, retrieve or otherwise make relevant mental health screening, assessment findings, conclusions and associated clinical notes available across institutions, Trusts or shared care settings when the information is needed for subsequent mental health assessment, prioritisation or onward referral.
