Annex 1 : Records at contract change
| Characteristic of new service provider | Fair processing required | What to transfer | Sensitive record |
|---|---|---|---|
| NHS Provider from same premises and involving the same staff. This may be a merger or regional reconfiguration. | Light: notice on appointment letter explaining that there is a new provider. Local publicity campaigns such as signage or posters located on premises | Entire record or summary of entire caseload. | Not applicable |
| Non-NHS Provider from same premises and involving the same staff. This may be a merger or regional reconfiguration. | Light: notice on appointment letter explaining that there is a new provider. Local publicity campaign involving signage and poster and local communications or advertising. | Copy or summary of entire record of current caseload.Former provider retains the original record. | Not applicable |
| NHS Provider from different premises but with the same staff. | Light: notice on appointment letter explaining that there is a new provider. Local publicity campaign involving signage and poster and local communications or advertising. | Copy or summary of entire record of current caseload. Former provider retains the original record. | Not applicable. |
| NHS Provider from different premises and different staff. | Moderate: a letter informing patients of the transfer with an opportunity to object or talk to someone about the transfer. | Copy or summary of entire record of current caseload. All records must be transferred by the former provider to the new provider | Individual communications may not be possible so obtaining consent, from the holder of the current caseload, may need to be sought by the old provider before transfer. It may not be possible to transfer the record without consent, to satisfy confidentiality, so in some cases no records will be transferred |
| Non-NHS provider from different premises but with same staff. | Moderate: a letter informing patients of the transfer with an opportunity to object or talk to someone about the transfer. | Copy or summary of entire record of current caseload. | - |
| Non-NHS from different premises and with different staff. | High: a letter informing patients of the transfer with an opportunity to object or talk to someone about the transfer | Copy or summary of entire current caseload. | - |
Last edited: 7 May 2026 12:16 pm