Transferring Patient Records

Policy

Patients may transfer to another practice and request their medical records be sent to their new clinician. We remain responsible for the patient's clinical care until we receive acknowledgement of the transfer from the new provider.

We complete transfers of medical records within 10 working days. All appropriate information from the patient record is shared with the new provider.

Full details of the handover process are documented in the PMS.

See also Patient Request for Records.

Transferring records to a new provider

1. When a request is made by a patient's new practice, send the records securely.

   For example, send records:

   • electronically
   • via GP2GP
   • by courier.

   Post is not considered secure.

   • Include a notes acknowledgement form, generated from Medtech, for the recipient practice to acknowledge receipt.
   • Only include information related directly to the patient's health care.
2. Record how the notes were transferred (electronically or by courier) and where the notes were transferred.
3. Change registered status to Transferred and make patient inactive.
4. File the acknowledgement when it arrives.
5. Remove the transferred patient from any recall lists.

Transfer forms

Notes transfer acknowledgement form