Privacy policy

• This policy applies to all staff members involved in the handling, recording, and storage of patient medical records within the clinic, including clinicians, administrative staff, and support personnel.
• Documentation Standards:
  • Patient medical records will be maintained in a standardised format, including demographic information, medical history, treatment plans, progress notes, and any other relevant documentation.
  • Entries in medical records will be legible, dated, and signed or authenticated by the responsible clinician or authorised staff member to verify accuracy and accountability.
  • Electronic medical records (EMRs) will be used where feasible, ensuring that systems are secure, encrypted, and compliant with data protection laws and regulations.
• Confidentiality and Data Protection:
  • Patient confidentiality will be maintained at all times, and access to medical records will be restricted to authorised personnel only.
  • Staff members will receive training on confidentiality and data protection requirements and sign confidentiality agreements acknowledging their responsibilities.
  • Measures will be in place to prevent unauthorised access, disclosure, or misuse of patient information, both in physical and electronic formats.
• Patient Consent and Documentation:
  • Patient consent will be obtained before creating or accessing their medical records, and patients will be informed of the purposes for which their information will be used and shared.
  • Documentation of patient consent for treatment, procedures, and release of information will be recorded in the patient’s medical record, including any limitations or conditions specified by the patient.
• Accuracy and Completeness:
  • Patient medical records will be kept accurate, complete, and up-to-date, reflecting all relevant information pertaining to the patient’s care and treatment within the clinic.
  • Any amendments or corrections to medical records will be made in accordance with established policies and procedures, with a clear audit trail documenting the changes.
• Retention and Disposal:
  • Patient medical records will be retained for the period specified by statutory and regulatory requirements, ensuring compliance with data retention laws and guidelines.
  • Records will be securely stored and protected from loss, theft, or damage during retention periods, with appropriate measures in place for disposal or destruction at the end of the retention period.
• Access and Retrieval:
  • Patients have the right to access their medical records upon request, and procedures will be in place to facilitate timely access in accordance with data protection laws and patient rights regulations.
  • Requests for access to medical records will be processed promptly, with appropriate safeguards in place to verify the identity of the requester and protect patient privacy.
• Transfer of Medical Records:
  • Procedures will be in place to facilitate the transfer of patient medical records to other healthcare providers or facilities upon request, ensuring continuity of care and compliance with legal and regulatory requirements.
  • Records will be transferred securely and accompanied by appropriate documentation to ensure the safe and accurate transfer of patient information.
• Training and Compliance:
  • Staff members involved in the creation, maintenance, or handling of patient medical records will receive training on medical records management, confidentiality, data protection, and compliance requirements.
  • Compliance with this Medical Records Policy will be monitored regularly through audits, reviews, and staff training sessions to ensure adherence to CQC standards and best practices.

Ametrine Aesthetics is committed to maintaining accurate, confidential, and secure patient medical records to support the delivery of safe, effective, and high-quality care. All staff members are expected to familiarise themselves with this policy and adhere to its requirements in their daily practice.

• Care Quality Commission (CQC). (2022). Key Lines of Enquiry (KLOEs) and Prompts: A Handbook for Adult Social Care Services. Retrieved from https://www.cqc.org.uk/guidance-providers/adult-social-care/key-lines-enquiry-kloes-and-prompts-handbook
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• Information Commissioner’s Office (ICO). (2022). Data Protection and Coronavirus: Guidance for Professionals. Retrieved from https://ico.org.uk/global/data-protection-and-coronavirus-information-hub/data-protection-and-coronavirus/
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• Health and Social Care Act 2008 (Regulated Activities) Regulations 2014. Retrieved from https://www.legislation.gov.uk/uksi/2014/2936/regulation/17/made
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• General Medical Council (GMC). (2022). Confidentiality: Good Practice in Handling Patient Information. Retrieved from https://www.gmc-uk.org/ethical-guidance/ethical-guidance-for-doctors/confidentiality
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• Royal College of Nursing (RCN). (2022). Principles of Nursing Practice. Retrieved from https://www.rcn.org.uk/professional-development/principles-of-nursing-practice
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• Data Protection Act 2018. Retrieved from https://www.legislation.gov.uk/ukpga/2018/12/contents/enacted
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• NHS Digital. (2022). Records Management Code of Practice for Health and Social Care. Retrieved from https://digital.nhs.uk/data-and-information/looking-after-information/data-security-and-information-governance/codes-of-practice-for-handling-information-in-health-and-care/records-management-code-of-practice-for-health-and-social-care-2016
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• Medicines and Healthcare products Regulatory Agency (MHRA). (2022). Good Practice Guidance for the Safe and Secure Handling of Medicines. Retrieved from https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/1040156/Good_practice_guidance_for_the_safe_and_secure_handling_of_medicines.pdf
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• General Pharmaceutical Council (GPhC). (2022). Standards for Pharmacy Professionals. Retrieved from https://www.pharmacyregulation.org/standards-pharmacy-professionals
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• Nursing and Midwifery Council (NMC). (2022). Standards for Medicines Management. Retrieved from https://www.nmc.org.uk/standards-for-medicines-management/