Oct 2, 2020 10:15 am
ActivityOP3500 Health Care Services - Queen’s Family Health Team
Records Series

30 - QFHT Patient Files

OPRDepartment of Family Medicine
DescriptionRecords documenting files of patients who use services at QFHT. Also includes data in Electronic Medical Records systems.
Retention TriggerLast activity recorded on file, or the day on which the patient reached or would have reached 18 years of age, whichever is later.
Total Retention 15 years
Final ActionDP/D
Disposition PlanPatient files involving sexual violence and/or sexual misconduct, which is defined in the "no limitation period" clauses in Ontario's Limitations Act, will be kept for 99 years after the retention trigger, then be destroyed. The rest of the files to be destroyed 15 years after the retention trigger.
Retention Rationale

Limitations Act, 2002, S.O. 2002, c. 24, Sched. B s.16 (1)

There is no limitation period in respect of a proceeding based on a sexual assault.

The College of Physicians and Surgeons of Ontario Medical Records Management Policy

The College of Physicians and Surgeons of Ontario Medical Records Management Policy states that physicians must ensure medical records are retained for a minimum of the following time periods:

Adult patients: 10 years from the date of the last entry in the record.
Patients who are children: 10 years after the day on which the patient reached or would have reached 18 years of age.

Furthermore, s. 15(2) of the Limitations Act, 2002, S.O. 2002, c. 24, Sched. B allows for some legal proceedings to be brought forward 15 years after the act or omission on which the claim is based took place and thus physicians may wish to retain records for longer than the 10 year requirement.

PIBPIB
Vital Records

This schedule applies to official records in all media. Convenience or duplicate copies of official records are considered transitory and should not be kept longer than necessary, and in no event longer than the official copy.



GLOSSARY

  • AR = Transfer to Archives
  • AY = End of Academic Year
  • CO = Continuous OVerwrite
  • CY = End of Calendar Year
  • D = Destroy / Delete
  • DP = Special Disposition Plan
  • FY = End of Fiscal Year
  • OPR = Office of Primary Responsibility
  • PIB = Personal Information Bank


Printed on Thursday, Jun 20 2024