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Patient Data Retention Report

  1. Reports
  2. Patient Data Retention Report

    3. 4 min read

Staff Access Level: Full Access and Above

Jane Plan: All plans

Geography: šŸŒ All geographies

The Data Retention Report helps your clinic identify patient data that may have exceeded your required retention period. Use it to review and sort your full patient list, apply filters to narrow results, then check with your regulatory body to confirm appropriate next steps.

Instructions

When you first open the report, youā€™ll see all patients in your clinic listed by patient number, alongside some common retention-relevant dates.

The report doesnā€™t automatically flag records that have exceeded the retention period. Use the dates shown to identify which records have exceeded your required retention period.

šŸ“£ Heads up: Confirm your retention obligations with your regulatory or licensing body before taking any action on or disposing of records identified in this report.

  1. Go to Reports > Data Retention.
  2. Review the unfiltered list, or apply one or more filters to narrow results:
    • Retention type: Select by last visit date, last login date, or last chart entry date.
    • Retention period: Select 5, 6, 7, 10, 11, or 16 years.
    • Staff member: Select a practitioner to show only patients who have had an appointment with that staff member.
  3. To sort results, click any of the following column headers: Last Visit Date, Last Login Date, or Last Chart Entry.
  4. To view a patient's profile, click their patient number. The profile opens in a panel on the right.
  5. To export or print the report, click the three dots in the upper right and select Print, Export to Excel, or Export to CSV.

What to Expect

The report displays all patients in your clinic, listed by patient number by default. Each row includes the patientā€™s name, patient number, date of birth, the dates relevant to your selected retention type, and whether the patientā€™s profile has a relationship with another profile.

Important Notes

  • If you do not filter by staff member, a patient who has had appointments with multiple practitioners will appear more than once in the report.
  • A staff member is assigned to a patient based on appointment history. The appointment can be in any state, including booked, arrived, or cancelled.
  • The correct data retention period for your practice depends on your region and discipline. Jane cannot determine this for you. Contact your regulatory body, licensing body, or college directly to confirm your obligations before disposing of any records.
  • The Patient Data Retention Report does not delete or archive patient data. Record disposal must be completed outside of this report.

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