Records Management Code of Practice

Introduction

This document sets out how Avon Medical Ltd (trading as ADHD Assessment UK) manages health and administrative records in line with the NHS Records Management Code of Practice for Health and Social Care, ICO guidance, and UK GDPR obligations.

Scope

This code applies to all records created, received, or maintained by Avon Medical Ltd in the course of providing private adult ADHD assessment and treatment services. This includes clinical records, administrative records, financial records, and correspondence.

Clinical records retention

Adult clinical health records are retained for a minimum of 8 years from the date of the last entry, in line with NHS Records Management Code of Practice guidance for adult patient records. Where a patient was under 18 at the time of treatment, records are retained until the patient's 25th birthday or for 8 years from the last entry, whichever is longer.

Administrative records retention

• Financial and accounting records: 6 years from the end of the financial year
• Complaints records: 8 years from the date of resolution
• Staff records: 6 years after employment ends
• Incident and adverse event records: 10 years from the date of the incident
• Consent records: retained with the associated clinical record

Secure disposal

When records are no longer required, they are disposed of securely. Paper records are shredded or destroyed by a confidential waste contractor. Electronic records are permanently deleted or overwritten in accordance with recognised data destruction standards.

Data security

All records are stored securely with appropriate access controls. Clinical records are held in approved secure clinical systems. Staff are trained on records management and confidentiality obligations. Access to records is restricted to authorised personnel only.

Subject access requests

Patients and data subjects have the right to request access to their records under UK GDPR. Requests should be made in writing to our team. We will respond within one calendar month of receiving a valid request.

Review

This code of practice is reviewed annually and updated where required to reflect changes in legislation, NHS guidance, or our operational practices.

Questions about this policy?

Contact our team and we will respond within 2 working days.