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RECORDS-MANAGEMENT-UK  June 2010

RECORDS-MANAGEMENT-UK June 2010

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Subject:

Re: Child Protection files

From:

Alison Marsh <[log in to unmask]>

Reply-To:

Alison Marsh <[log in to unmask]>

Date:

Tue, 29 Jun 2010 10:49:06 +0100

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (200 lines)

This is a contentious issue and one which you can argue either way and I
often do with clinical people in the community- clinical re records - my
perspective is from a Health Records Management perspective and having
dealt with all kinds of enquiries whereby I have had to provide evidence
of what we have done with regards to records and ultimately clinic care.

Each organisation should have a record of the clinical care they have
provided however they should also ensure that clinical care is not
compromised and as such the last set should have all the history - if
you copy the record and send these to the receiving organisation then
they would continue to build up the clinical care - within the Community
setting we pass the original documentation to the school a child has
moved to but we keep nothing to show what we as an organisation have
provided that child.  This is a risk to the patient and the
organisation.

If there was a child protection issue then the last set of records
should be looked at, each organisation that has had input to the
clinical care of a child could be asked "what did you do?" but if you
have nothing in your possession to refer to then how would you be able
to respond to any treatment you have provided.

We must ensure that the current provider has up to date information but
also ensure that you are able to respond to any queries.  We have
instances whereby we have released our records to a receiving
organisation and then have required them back for clinical care and they
have refused to send them back - this is a clinical risk to the child.

I have queried this with the DoH and they stated the following:
"Obviously in time to come with the local detailed care record, the
vision is that it will make things easier for NHS providers to
share/access patient info within the NHS care settings, and wider i.e.
Social services etc. However, in the meantime we recommend original
records staying where they are and if the record holder believes there
are certain elements they wish to share with other bodies then they have
to make that professional judgement to do so. Aware there are a few
guidance documents on this for info sharing with other outside agencies,
the two that spring to mind are:

HM Government, Working Together to Safeguard Children: A guide to
inter-agency working to safeguard and promote the welfare of children
(2006)

Information sharing: Guidance for practitioners and managers HM
Government (2008)"

It is something I am trying to look at with local PCTs in this area
(North West) to see how we could ensure we can continue to provide
clinical care but also be able to respond to any case review, litigation
etc as well.

Kind Regards
Alison
Health Records Manager
Tel: 0161-212-5739
Fax: 0161-212-4633
Mobile: 07818 580151


-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of McClen James
(South of Tyne and Wear)
Sent: 29 June 2010 10:34
To: [log in to unmask]
Subject: Re: Child Protection files

Does this mean that if the child attends 10 different schools through
their childhood there'll be 10 separate files on them? And will this be
mirrored by social services?

Jim McClen
Records Manager
 NHS South of Tyne and Wear
 

Serving Gateshead, South Tyneside and Sunderland Primary Care Trusts


-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Alison Marsh
Sent: 29 June 2010 10:03
To: [log in to unmask]
Subject: Re: Child Protection files

Hi David

Yes that is what it means - the organisation that copies the files is
the record creator and therefore should retain the original
documentation for the minimum retention periods. 

Kind Regards
Alison
Health Records Manager
Tel: 0161-212-5739
Fax: 0161-212-4633
Mobile: 07818 580151


-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of David Reeve
Sent: 29 June 2010 09:36
To: [log in to unmask]
Subject: Child Protection files

Hi all

I have had a query froma school about procedures around child protection

files.

The current RMS Guidelines state:
"Child Protection information must be copied and sent under separate
cover 
to new school/college whilst the child is still under 18 (i.e. the 
information does not need to be sent to a university for example) Where
a 
child is removed from roll to be educated at home, the file should be 
copied to the Local Education Authority"

The query is does this mean that the initial school has to copy the file

to send on and keep the original themselves until the 25 years from Date

of Birth retention is up?

Has anyone any thoughts?

Thanks

David

++++++++++++++++++++++++
Dr David Reeve
Corporate Information Manager
Records Management Unit
County Hall
Tel: (01305) 225191
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