Maintaining well-organised medical records is crucial to delivering excellent healthcare services. With so many patients and multiple clinicians contributing to patient care, it’s vital that all medical documents are stored and managed in the most efficient way possible. Failure to meet these standards can often result in mistakes and delays that ultimately put the wellbeing of patients at risk.
Medical Documents Management
Medical records – in both private and public NHS healthcare – are some of the most sensitive documents we store at our archiving centre. Whilst many clinical records can now be stored online, most are legally required to be stored in their physical, paper form. It’s the highly confidential nature of medical documents that emphasises the importance of securely storing them in accordance with the Records Management Code of Practice for Health and Social Care 2016. Medical records are essential to allowing continuity of care for patients and, when you consider that there are over 65 million people in the UK, that’s an awful lot of paperwork.
Storing this quantity of medical documents and data on-site is both time and space consuming. These records will only accumulate over time as all existing patients’ documents are subject to lengthy retention periods.
Medical Document Retention Periods:
- GP records – at least 10 years after the death of the patient or after they have permanently left the UK (unless they remain in the EU).
- Maternity records – at least 25 years after the birth of the last child.
- Mental health records – at least 20 years after the date of last contact or 10 years after the death of the patient.
- Children and young people – at least until the patient’s 25th birthday or 8 years after their death.
- Armed forces personnel – retained indefinitely
- Prisoner records – retained indefinitely
- All other hospital records – at least 8 years after the end of treatment or their death.
Healthcare Data Storage and Retrieval
Allowing Flexible Storage to store and manage your files will ensure that your medical documents are in the safest possible hands and fully compliant with GDPR. We will collect, index and store all of your healthcare data in our specialised archiving centre. Document retrieval has never been easier than with our file management service, which gives you full online access to manage and retrieve any files from the comfort of your own desk. Our deep storage service is another great cost-effective solution for medical records that do not need regular access but have long retention periods.
Destroying Confidential Medical Documents
As medical documents are highly confidential, it’s imperative that they are safely destroyed when they are no longer needed. At Flexible Storage, we can facilitate the secure destruction of your confidential waste through our fully licensed partner company. This service guarantees that your medical files will be professionally shredded as each destruction comes with full certification.
All of our medical document storage, management and destruction services are tailored to your company’s specific needs so you are receiving the best possible service. Get in touch with one of our professional storage consultants today to receive a tailored quote for all of your medical document storage needs.
SEAMLESS, PROFESSIONAL & GDPR COMPLIANT
“Ellison’s have used Flexible’s services for a number of years. Following the enactment of the GDPR regulations, and due to the excellent relationship and service provided by Flexible, the decision was made to place all Ellison’s archive file storage and confidential waste management requirements with Flexible Storage Solutions. Their high service standards extended into project management, allowing a short mobilisation period and a seamless implementation. ”Tim Johnson, Ellisons Solicitors
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