We are introducing a new electronic patient record (EPR) system to improve the way patient information is securely managed.
An EPR is used throughout the NHS to safely store and manage healthcare information, ensuring clinicians have up-to-date and accurate information when they need it. Records can include medical history, medications, test results, assessments, consultations and care plans.
We currently use a digital system called Carenotes, which is approaching the end of its life and will no longer be supported beyond early 2026. To ensure continuity, safety and improved service delivery, we will be moving to SystmOne, a more modern, flexible and future-ready platform.
The move to SystmOne will enable us to:
- Improve communication between teams and partner organisations
- Provide a single, up-to-date patient record accessible to authorised staff whenever and wherever needed
- Reduce duplication and paperwork, freeing up more time for patient care
- Support better digital integration with other local NHS services
SystmOne is already widely used across Sussex, including by around half of GP practices, East Sussex Healthcare NHS Trust and Sussex Community NHS Foundation Trust. Moving to this shared system will help ensure that information flows more smoothly and safely between organisations, supporting more joined-up care for patients.
All information will remain secure and confidential, protected by the same strict NHS data protection standards the Trust has always followed.
If you have any questions about these changes, you can:
- Speak to a member of staff
- Visit our confidentiality and privacy policy pages
- Email spft.
information. .governance @nhs.net
We have also developed a list of frequently asked questions below.
1. What is SystmOne?
SystmOne is our new Electronic Patient Record (EPR) system. It allows the people caring for you to securely record, access, and manage information about your health in one place. Information held on your record could include medical history, medications and test results, assessments, consultations and care plans
Our current electronic patient record (EPR) Carenotes is coming to the end of its life and cannot be used beyond early 2026. As such we have procured a new system which will help keep people’s information safe and secure.
2. What does this mean for my data?
Your personal health information will continue to be stored securely, just as it was before.
SystmOne simply changes how we record and manage your information. The system helps ensure that your information is up to date and available to the clinicians who are directly involved in your care.
3. Will my data be shared differently?
No - your information will not be shared with anyone new unless as part of your care.
SystmOne supports secure, controlled sharing between authorised healthcare professionals involved in your treatment (for example, your GP, community nurse, or hospital clinician).
Sharing is done in line with data protection laws (UK GDPR) and NHS confidentiality rules.
4. Can I choose who sees my record?
Yes. You are in control. You can:
- Opt out of sharing your information with other services if you wish.
- Ask us who has access to your record and what information has been shared.
Your care won’t be affected if you decide not to share your record, but some services may have less information to work from.
5. How is my data kept secure?
SystmOne meets strict NHS security standards. All information is:
- Stored on secure servers.
- Protected by encryption and access controls.
- Accessible only by authorised staff who need it for your care.
6. What are the benefits of using SystmOne?
- Better communication between those caring for you
- Fewer delays, as your information is available instantly and accurately
- Less repetition - you won’t need to repeat your medical history at every appointment
- Improved safety through up-to-date medication and allergy records.
7. Where can I find out more or ask questions?
You can:
- Speak to a member of staff
- Visit our confidentiality and privacy policy pages
- Email spft.
information. .governance @nhs.net
