Record Keeping & Documentation
How We Store Records
We store all assessment records securely in line with:
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UK GDPR
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Data Protection Act 2018
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Professional standards (GMC, NMC, HCPC)
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NHS Records Management Code of Practice
Records are stored in secure, access‑controlled systems with appropriate technical and organisational safeguards.
What We Record
We keep only the information necessary for safe, effective clinical care, including:
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Assessment notes
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Clinical reports
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Communications relevant to care
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Consent documentation
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Risk and safeguarding information (where applicable)
How Long We Keep Records
Children’s mental health records are retained for:
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20 years from the date of last contact, or
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Until the child’s 25th birthday
Whichever is later.
This retention schedule follows the NHS Records Management Code of Practice.
Who Can Access Records
Access is strictly limited to:
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Authorised clinicians involved in your care
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Authorised administrative staff supporting clinical processes
All staff follow professional confidentiality standards and undergo regular safeguarding and data‑protection training.
Sharing Information
We may share information with:
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GPs
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Schools
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Referrers
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Other professionals involved in care
Information is shared only:
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With your consent, or
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Where legally required, or
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Where necessary to protect a child or young person from harm
We share information lawfully, proportionately, and on a need‑to‑know basis, following national safeguarding guidance.
Your Rights
You have the right to:
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Request access to your records
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Request correction of inaccurate information
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Request restriction of processing (in certain circumstances)
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Request copies of reports or documentation
To request access, please email: info@thekalamitiaclinic.co.uk