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Patient Records not held on file anymore!

K

k-dog

member
Hi People, I'm new to this sight!
Question: I had a FUT unshaven transplant back in 2011 from a practice in the UK which i was not happy with the outcome.(do i give name?). It was only yesterday 11th November 2019 that i called them to find out if they could pass on to me the records of my pictures and how many grafts i had etc. They looked me up and said that they did not have them anymore as they only have to keep records for 6 years. I was shocked as this is not like keeping a bank statement for 6 years as its a medical procedure and likened to your medical records at your Dr which stays with you for life! So the question is is this normal for a practice to get rid of your records after this amount of time? Also what if i wanted to go back there for another procedure and they say sorry we don't know what we did last time as the records have been deleted! Seems wrong to me! Has anyone else ever experienced this ? Look forward to people's responce.

Thanks
 
sl

sl

BHR Clinic Patient Advisor
Interesting scenario, obviously records are kept in-line with data protection with regards to who has access to them and how they are securely stored, either online or hard copies, but there is varying opinion on how long to keep them.

We keep from day one, so there should not be a patient without records kept on what they had done along with all the relevant medical notes. Emails for sure may be purged after years but records as such are kept so it is a little strange to read this but it is an area of personal practice and procedure that the clinic has and a grey area for private clinics.

Now with the advent of more online storage then there is ample way of keeping records without having to have room and space for cumbersome files but for private clinics it does seem to be open to interpretation as to how long.

There are NHS guidelines for patients that vary according to age of patient etc but they usually keep until 10 years post death.

For private, you will find a mixed bag but I think it is prudent to have record of all patients, regardless of time passed and actually it protects both client and patient who may forget what was done by who and the challenges or requests that were presented at the time.

IF records are disposed off then that also needs to be in line with guidelines as to how to dispose of them and to make them non-retrievable. There was an article in the UK recently whereby there were mountains and mountains of old NHS records being used alongside a scaffolding to give support....that was not a good example of how to dispose of sensitive information.

All the best.
 
K

k-dog

member
Interesting scenario, obviously records are kept in-line with data protection with regards to who has access to them and how they are securely stored, either online or hard copies, but there is varying opinion on how long to keep them.

We keep from day one, so there should not be a patient without records kept on what they had done along with all the relevant medical notes. Emails for sure may be purged after years but records as such are kept so it is a little strange to read this but it is an area of personal practice and procedure that the clinic has and a grey area for private clinics.

Now with the advent of more online storage then there is ample way of keeping records without having to have room and space for cumbersome files but for private clinics it does seem to be open to interpretation as to how long.

There are NHS guidelines for patients that vary according to age of patient etc but they usually keep until 10 years post death.

For private, you will find a mixed bag but I think it is prudent to have record of all patients, regardless of time passed and actually it protects both client and patient who may forget what was done by who and the challenges or requests that were presented at the time.

IF records are disposed off then that also needs to be in line with guidelines as to how to dispose of them and to make them non-retrievable. There was an article in the UK recently whereby there were mountains and mountains of old NHS records being used alongside a scaffolding to give support....that was not a good example of how to dispose of sensitive information.

All the best.
Many thanks for your detailed responce. Some really interesting points made regarding the records. Will just have to accept that i will never know what was done.
 
sl

sl

BHR Clinic Patient Advisor
Aside for records not being kept, it is good practice to give the patient a report of the surgery upon completion that has graft break downs and total amount placed. So, if you say you will never know what was done then it seems you were not given that also. It does highlight the difference in approach that clinics have and the lack of transparency also. It is one thing to dispose of records, it is another to not give any details at all. Anyway, hope you can move on and research and find the right place for you and for sure this forum will help.
 
K

k-dog

member
Aside for records not being kept, it is good practice to give the patient a report of the surgery upon completion that has graft break downs and total amount placed. So, if you say you will never know what was done then it seems you were not given that also. It does highlight the difference in approach that clinics have and the lack of transparency also. It is one thing to dispose of records, it is another to not give any details at all. Anyway, hope you can move on and research and find the right place for you and for sure this forum will help.
 
K

k-dog

member
Does make me wonder how good the clinic was. But like most people i just jumped straight in and did little research on transplants and clinics etc. I'm not really that happy with the result too but that is another story. I have contacted the clinic again today and spoke to a more helpful lady who is going to look into it in more detail and hopefully find my files. Not hopeful though.
 
K

k-dog

member
From what you have said i did think about some of these facts before your reply. I wish i had been more on the ball with it a few years back and maybe i could have got the relevant information. I have contacted the clinic again today and spoke to a more helpful lady that is going to look into it and speak to IT and try to unut

Great, you may be surprised and
Great, you may be surprised and I hope so.
I spoke to the company again and they said they only kept records for 5 years and since it was done in 2011 then they said it was gone. She said that their new system is more modern so they keep all people's records on large databases. Oh well just have to accept they are gone and i will never know what i had done. I will never use them again!
 
Bigmac

Bigmac

Administrator
Staff member
Any luck getting your files or any more info from them?
 
K

k-dog

member
Any luck getting your files or any more info from them?
Hi, No luck in getting my files. I was informed that because i had the procedure done in 2011 the records would have only been kept for 5-6 years and their computer systems have been changed a few times over the years and apparently this is their practices policy. I did question this as i did say what if i wanted another procedure at their clinic and i was sat in the consultation room and then asked about what i had done in the past i'm sure there would be some vacant looks from them and myself, and tumble weed just blowing around the room. Anyway they did tell me now that technology is better they keep peoples records on file for many more years according to them. So i will never know what i had done which is highly annoying. Do you think this will affect me moving forward with another clinic? Thanks
 
S

SeanFUE

member
Some doctors do not give them even if you have proof of asking within timeframes. Even if the military asks and notates it as well. Although an explanation can be given, example computers were updated, it is best to have the “authorities or medical board” inquire about your records even if you asked personally. That way there is a tracking mechanism for the request. Example, you were told computers were swapped, but another patient same year got their records. That patient may come online and tell you they did and the authorities would query doctor as to why you didnt even though you asked. That goes for patients from the timelines you gave of where the machines were swapped. It’s funny how a data trail and computer trail can connect. It just takes time and the more it is noted that the clinic does not provide records, the more flags are raised by med board and organizations that oversee these regulations. Best of luck.
 
Bigmac

Bigmac

Administrator
Staff member
I thought they had to keep them on site for 6 years, then secure storage but I could be wrong.
 
K

k-dog

member
I thought they had to keep them on site for 6 years, then secure storage but I could be wrong.
They told me about the keeping records for 6 years bit but then told me the destroy them after 6 years as they cant keep the large volume of files. Funny how they still had my address on file but no notes within the file. Thanks
 
Bigmac

Bigmac

Administrator
Staff member
Do you not remember how many grafts you got back in 2011?
 
K

k-dog

member
Do you not remember how many grafts you got back in 2011?
No did not ask ( i know stupid) they might have told me but i cant remember. Its only now that I've started to think about having further treatment. It really bugs me that i don't know and i feel bad with myself for the lack of research that i did on hair restoration work. I was and still am worried about my hair. There is not a day that goes by without me thinking about my thinning and receding hair line.
 
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