In the healthcare sector, medication records are an essential part of patient care, providing a detailed history of the medications prescribed, administered, and received by individuals. The retention of these records is not only crucial for continuity of care but also for legal and regulatory purposes.
But how long must medication records be kept in the UK? Here, we explain the general guidelines and best practices for record retention in the care industry.
How long are medical records kept?
In the UK, medication records are typically retained for a minimum of eight years from the date of the last entry for an adult patient. For individuals under the age of 18, records should be kept until the patient reaches the age of 25, or for eight years after the last entry—whichever is longer. These retention periods are outlined by regulatory bodies such as the NHS and Care Quality Commission (CQC).
When it comes to your medical records, you may be wondering how far back do my medical records go in the UK? The answer depends on the type of record. In most cases, medical records, including medication records, are kept for the duration required by law—typically eight years for adults, but they can be kept longer if needed for ongoing care or legal reasons.
- GP records – Retained for 10 years after death or departure from the UK (unless remaining within the EU). Electronic patient records (ERPs) must be kept indefinitely.
- Maternity records – Kept for 25 years after the birth of the last child.
- Children and young people – Stored until the patient turns 25 or for eight years following their death.
- Mental health records – Retained for 20 years or eight years after the patient’s death.
What information can be included in a patient’s record?
The NHS advises that a patient’s record may contain the following information:
- Name, age, and address
- Health conditions
- Medications and treatments
- Historical reactions to medications and allergies
- Scans, X-rays, and other test results
- Lifestyle information, such as smoking or drinking habits
- Hospital admission and discharge details
Why is it important to retain medication records?
Medication records are crucial for ensuring continuity of care. They allow healthcare providers to track any changes in a patient’s treatment, avoid medication errors, and address any potential drug interactions. In addition, they serve as a legal document in case of disputes or audits, ensuring that care providers comply with regulatory standards and avoid legal liability.
The role of care providers in medication record retention
For care providers, including those operating care homes or in-home care services, keeping accurate and up-to-date medication records is essential. Care providers are required to follow these retention guidelines to meet legal requirements and provide high-quality care. This includes ensuring that records are stored securely and in line with GDPR guidelines, whether in digital or paper format, to protect patient confidentiality.
How can I access my medical records?
In the UK, the NHS keeps records of your healthcare, which may be stored in both physical and digital formats. Most GP records combine paper documents (such as Lloyd George records) with digital files, which can be stored on the surgery’s computer system, in filing cabinets, or at an external document storage facility. Healthcare professionals are legally required to grant you access to your medical records.
To view your GP records, you can sign up for GP online services, which allows you to access parts of your records, such as medication details, allergies, vaccinations, past illnesses, and test results. This service is free, but you must be registered with a GP before you can sign up.
For access to your Summary Care Record or to request changes to your health record, you will need to contact your GP directly, as these details cannot be amended or viewed online.
Who can access my medical records?
Medical records are highly confidential, and access is typically restricted to you and authorised healthcare professionals. However, there are certain circumstances where others may be granted access to your medical records, including:
- If they are acting on your behalf and with your consent.
- If they have legal authority to make decisions on your behalf (such as holding power of attorney).
- If they have another legal basis to access your records.
Requests for access to medical records can be made directly to the healthcare provider (e.g., GP surgery, hospital, or dentist). These requests are known as Subject Access Requests (SARs) and are governed by the Data Protection Act 1998. To process the request, the healthcare provider will require the patient’s written consent or legal permission. Requests can be submitted via email or post.
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Call us on 0808 239 1525 and our friendly care experts will discuss your care and support needs. You can also fill out our online enquiry form or email info@prestige-nursing.co.uk. We provide impartial guidance and advice so you make the right choice for you and your family.
