Retaining PGD documentation

PGD documentation includes master authorised (signed) copies of PGDs, lists of authorised practitioners and patient supply/administration records, including electronic records/agreements.

The same rules apply to PGD records as to all other patient records:

  • For adults all PGD documentation in a patient’s clinical record must be kept for eight years.
  • For children all PGD documentation in a patient’s clinical record must be kept until the child is 25 years old or for eight years after a child’s death.
  • Where a PGD is for an implant in an adult then all PGD documentation in a patient’s clinical record must be kept for 10 years. For example this would apply to contraceptive and sexual health PGDs for contraceptive implants or drug eluting coils.
  • Staff authorisation records should be kept for 8 years after the expiry date of the PGD if the PGD relates to adults only (10 years if relates to an implant) and for 25 years after the expiry date of the PGD if the PGD relates to children.
  • The final authorised copy of the PGD should be kept for 8 years after the expiry date of the PGD if the PGD relates to adults only (10 years if relates to an implant) and for 25 years after the expiry date of the PGD if the PGD relates to children.
  • The main content of a PGD (i.e. an unauthorised final copy), which contains no patient identifiable information or staff authorisation records, may be retained by an organisation for up to 20 years for purposes of business planning/continuity if there is reason to do so (i.e. reference for future PGDs).

Not all PGD records will be held in one place or by one organisation. Master copies of PGDs should be kept by the authorising body with the lists of authorised practitioners and patient records maintained by the organisation operating under the PGD according to local policy. Where this is not the same organisation the Memorandum of Understanding (or similar) in place between the organisations should include details of records management. See Q&A PGDs in Complex Commissioning Scenarios for further advice.

Further advice on records management is available via www.sps.nhs.uk/articles/retention-of-pharmacy-records/ and www.sps.nhs.uk/articles/records-management-nhs-code-of-practice/

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