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Record migration is the process or result of migrating (or converting) records from one data format, or system, into a different format, or system, for example:
- between practices, with same or different clinical systems
- in bulk, to a new clinical system or when practices close or merge
- into storage with Primary Care Support England (PCSE)
Record storage
The paper records of actively registered patients have traditionally been stored securely at the GP practice where that patient is registered. Some practices, however, do store records securely off site due to capacity issues.
Electronic records of those registered patients are stored centrally by clinical system suppliers, not locally, on the computerised clinical system.
Paper records (in Lloyd George envelopes) are being digitised for storage. See NHS England » Digitisation of Lloyd George records.
PCSE stores NHS GP medical records for people who are no longer registered with a GP in England, for example patients who have moved to another UK country, registered solely with a private GP, not registered with another GP when their practice has closed, or who have passed away.
The up-to-date timescales for retention are covered in the Records Management Code of Practice.
Transferring individual patient records
The current General Medical Services GP Contract requires GPs to use the service known as GP2GP for transferring electronic health records (EHRs) between practices (in England).
Bulk transfer of patient records
The wholescale migration of patient information can be necessary for several reasons, i.e.GP practice closure, GP practice merger, or change of clinical system. PCSE provides support to practices in each of these cases.
Migrating a clinical system
NHS England has produced a clinical system migration guide which includes an important list of pre-migration tasks. Practices should use the guide to help inform the process and support them through the challenges.