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Medicines information or advice records in hospital pharmacy

Published Last updated See all updates
Topics: Record keeping

Recommendations for the retention of records relating to medicines information or medicines advice services in predominantly hospital pharmacy settings.

Contents

  1. Medicines information records
  2. Specific types of records
    1. Enquiry response
    2. Newsletters and bulletins
    3. Patient Information Leaflets (PILs) produced in-house
    4. Peer review records
    5. Medicines information/advice audit records
    6. Resource development documentation
  4. Other record keeping resources
  5. All record keeping resources
  6. Update history

Medicines information records

Everyone within a health and care organisation is responsible for managing records appropriately. It is therefore important that you understand how records relating to the provision of medicines information or medicines advice should be managed.

Specific types of records

Unique record

Yes, this is likely to be the only record.

Reason for keeping

Keep for reference and audit purposes.

Minimum period

Retain for 8 years (25 years for child, obstetrics and mental health enquiries)

Comment

Recommendations apply to previous paper based enquiry forms. Electronic enquiry database (MiDatabank) should be kept permanently.

Provenance

All relevant records must be managed in line with RMCoP.

Unique record

No, there is likely to be more than one copy.

Reason for keeping

Keep for reference.

Minimum period

Retain for 6 years after the last distribution.

Provenance

All relevant records must be managed in line with RMCoP.

Unique record

Yes, this is likely to be the only record.

Reason for keeping

Keep for reference.

Minimum period

Retain for 6 years after the last use.

Provenance

All relevant records must be managed in line with RMCoP.

Unique record

Yes, this is likely to be the only record.

Reason for keeping

Keep for reference.

Minimum period

Retain for 1 year.

Comment

Keep to allow any trends to be tracked. Can also be used as a basis for “peer discussion” for revalidation.

Provenance

This is a best practice recommendation.

Unique record

Yes, this is likely to be the only record.

Reason for keeping

Keep for reference.

Minimum period

Retain for 5 years or 2 audit cycles, whichever is longer.

Comment

Keep to ensure the previous two audit reports are available to inform any recommendations of a current audit.

Provenance

  • This is a best practice recommendation.
  • All relevant records must be managed in line with RMCoP.

Unique record

Yes, this is likely to be the only record.

Reason for keeping

Keep for reference and audit purposes.

Minimum period

Retain for 8 years (25 years for child, obstetrics and mental health enquiries).

Provenance

All relevant records must be managed in line with RMCoP.

Other record keeping resources

All record keeping resources

Record keeping

Advice and guidance to support appropriate retention and storage of pharmacy-related records.

Update history

  1. Link updated for the Records Management Code of Practice (RMCoP).
  1. Republished
  1. Published