Transferring Patient Records

Policy

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

We complete transfers of all medical records within 20 working days at the latest. All appropriate information from the patient record is shared with the new provider.

The legal requirement for transferring records is 20 working days, however RNZCGP recommends that records are transferred within 10 working days.
The existence of outstanding accounts is not an acceptable reason to refuse or delay.

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

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 the PMS, 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.

Related policies

• Patient Access to Records

Resources | Further information

• Medical Protection Society: Transfer of health information between healthcare professionals

Supporting documentation

Notes transfer acknowledgement form