Healthcare Document Destruction: Compliance Requirements

Healthcare Records: Special Destruction Requirements

Healthcare providers face unique challenges when disposing of patient records. Beyond general privacy obligations, medical professionals must navigate state health records legislation, professional registration requirements, and ethical obligations.

Key Legislation

National:

• Privacy Act 1988 (Cth)
• My Health Records Act 2012 (Cth)
• Healthcare Identifiers Act 2010 (Cth)

Western Australia:

• Health Services Act 2016 (WA)
• Mental Health Act 2014 (WA)
• Health Practitioner Regulation National Law (WA) Act 2010

Retention Requirements by Record Type

General Practice:

• Adult patient records: Minimum 7 years from last consultation
• Paediatric records: Until patient turns 25 years old
• Mental health notes: Often 15+ years

Hospital Records:

• General inpatient: 10 years minimum
• Obstetric records: 25 years
• ICU/Emergency: 10+ years
• Paediatric: Until 25 years old

Allied Health:

• Physiotherapy: 7 years
• Psychology: 7-10 years
• Dentistry: 10 years minimum

What Must Be Securely Destroyed

All documents containing:

• Patient identifying information
• Medical histories and diagnoses
• Pathology and imaging results
• Prescription records
• Appointment books and scheduling records
• Correspondence with patients
• Referral letters
• Clinical notes and observations
• Billing records linked to treatments

Special Considerations

Duplicate Records:

Electronic records don't eliminate destruction needs. Paper copies, printouts, and working documents still require secure disposal.

Third-Party Records:

Documents received from other providers remain your responsibility while in your possession.

Deceased Patients:

Records typically must be retained for the standard period AFTER death, not last consultation.

WEST SHRED Healthcare Services

We provide specialised services for medical practices:

• NAID certified destruction meeting healthcare standards
• Chain of custody documentation for audit purposes
• Flexible collection from consulting rooms and hospitals
• After-hours collection available for minimal disruption
• Detailed destruction certificates for compliance files