Set clear rules for keeping and deleting clinical records

A privacy policy and a retention policy do different jobs. Your privacy policy explains how information is collected, used and shared externally, while a clinical records retention policy gives internal rules for how long records are kept, who can access them, where they are stored and when they can be securely destroyed. For allied health practices, that distinction matters because staff often handle sensitive health information across bookings, treatment notes, reports and communications. A clear retention policy helps create consistent internal handling rules, but it focuses on helping you prepare clearly and understand the practical risks in every scenario.

It will usually deal with the categories of records your practice holds, how long different records should be retained, who is authorised to access them, where records may be stored, and what steps apply when records are archived or securely destroyed. It may also address practical issues such as mixed paper and digital files, former patient records, and staff responsibilities for handling requests or internal access. The document needs to line up with your actual privacy practices, including how information moves through the business, so the policy needs to reflect your actual recordkeeping processes rather than generic wording.

We usually need a practical picture of your recordkeeping setup. That can include the services you provide, the kinds of clinical and administrative records you keep, whether records are paper-based, digital or both, how long you currently retain them, who can access them, and whether third-party systems or storage providers are involved. We may also ask about staff roles and any existing internal procedures. The more closely the policy matches your real workflows, the more useful it is as an internal working document.

A generic template may be too broad to be useful or too thin to deal with health-sector recordkeeping issues. Clinical records raise different concerns from ordinary business files because they involve sensitive information, treatment history and access controls that need careful handling. A template also may not reflect how your practice For Clinical Records Retention Policy, the wording should follow your real information flows. For Clinical Records Retention Policy, collection points and disclosure practices shape the drafting. across appointments, treatment, billing and follow-up communications. This service helps you assess and reduce risk, but it cannot promise that a template-free approach will solve every compliance issue across your wider systems.

No. The fixed-fee is for the legal drafting of the policy document and advice connected to that drafting. It does not include technical implementation in your practice management software, cybersecurity work, security remediation, staff training rollout, ongoing HR management, or representation in disputes. If your practice also needs a broader privacy review, website privacy policy, collection statements or data-sharing documents, those would usually be handled as separate work. Keeping the scope document-focused helps make the deliverables and exclusions clearer from the outset.

Submit an enquiry on this page or click 'Get started'. One of our legal consultants will review it within 1 business day and get in touch to understand what you need.

Your consultant will then email you a fixed-fee quote setting out the cost, scope and timing. If you're happy with it, you can accept the quote and sign our engagement letter online.

Once you've accepted, one of our Australian-qualified lawyers will work with you to complete your project. They'll contact you by email or phone if they need anything.

Sprintlaw works on fixed-fee pricing wherever possible, so you can review the scope and cost before you decide whether to proceed. For the Clinical Records Retention Policy service, pricing starts from $900.00.

After you enquire, a legal consultant will confirm what is included, the expected timing and whether any extra work is needed before you engage us.

We work online, so we can help wherever you are in New Zealand. Our team works remotely, mainly from Australia.

Your work is done by our Australian-qualified lawyers, who hold Australian practising certificates and specialise in business law. None of them are New Zealand lawyers or hold a New Zealand practising certificate.

Sprintlaw NZ Limited is a legal consultancy, not a law firm, and is not regulated by the New Zealand Law Society. We don't act in court or tribunal matters, conveyancing (including leases and business sales) or other reserved areas of work. Communications with Sprintlaw are unlikely to be protected by legal professional privilege. We still keep everything confidential under our engagement letter.