Exporting and removing

This page is for coordinators, registered managers and owners. It covers exporting a client record, ending their care, removing them, and what happens to the record afterwards.

Exporting the record

The “Record” card on the “Timeline” tab carries the “Export record” button, described as “Everything held about this person, as one file: the answer to a subject access request. Includes removed entries and the full trail.”

1. Open the client’s “Timeline” tab.
2. Click “Export record”.
3. A file downloads.

The file holds the client’s own details, the retention dates, the care plan and its tasks, the medicines, the away from home ranges, who to ring, the documents as rows (the files are handed over separately), the assessments, the care team, the incidents, the care history and the full audit trail. Entries that were removed are included, because a removal is not an erasure.

Only coordinators and the owner can export. The export itself is recorded in the trail.

Ending care

The same card holds “Care ended on” with a “Save” button, and the note “Removing a client sets today as the end of care. Restoring them clears it.”

Set the date yourself when care ended on a day other than today. The retention clock runs from this date.

Removing a client

1. Open the client’s record.
2. Click “Remove” at the top of the page.
3. The dialog asks “Remove this client?” and says the client leaves the working list, their care ends today, and the record is kept until a named date.
4. Click “Remove client”, or “Cancel” to stop.

You land on the removed shelf, where the record now is.

What removing does:

• Sets today as the end of care, unless a date was already recorded.
• Ends their recurring care schedule, so the generator does not mint new visits for them.
• Takes them off the working client list.

What removing does not do:

• It does not delete anything. The record is soft removed and the audit trail is untouched.
• It does not cancel their upcoming visits for you. If any are still on the rota the removal is refused. Cancel or reassign them first, then remove.

Restoring

1. Open “Clients”.
2. Press the “Removed” button in the filter row.
3. Click “Restore” on the row.

Restoring clears the end of care date. A removed record has no page of its own, so restore first if you need to read it.

Retention

Records are kept for eight years from the end of care, or to a child’s 25th birthday if that is later, then reviewed. The “Record” card says which it is: “In care. The record is kept for eight years after care ends, or to a child’s 25th birthday if that is later.” while care continues, or the date it is kept until once care has ended, saying which rule held.

The whole picture lives on the retention report under “Reports”. See Retention.

Destroying a record

Destruction is the one act on a care record that cannot be undone, so it is walled off:

• Only the owner can do it.
• Only once the retention period is up: eight years, or a child’s 25th birthday. Before that the button is not offered, and the row says the date it is kept until.
• It happens from the retention report, not from the client’s record.

The dialog asks why, and the reason has to be at least five characters. Everything about the person is then deleted for good: visits, medication answers, care plan, incidents and their photo. What stays is the audit trail and a destruction log row saying what went, when, by whom and why.