Medicines Act (101 of 1965), prescriptions must be kept for a period of five years. Section 35, in the General Practice regulations (2017), electronic or hard copies of prescriptions may be kept and must be easily retrievable. These records are checked on an inspection of the pharmacy. Depending on the grading of a pharmacy. A pharmacy that is graded A will be inspected every three years, if graded B every two years & C pharmacy every year.
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Any employee requiring access to patient information should be identified, and their employment agreements checked. Individual passwords should be issued as generic passwords is not effective in preventing breaches in confidentiality.
‘Crashing’ of hard drives or servers can lead to the destruction of personal information. Suitable back-up solutions should be in place to either limit or prevent this. Cloud technology is a perfect means of achieving this.
Ensure hard copies of patient information are stored securely in locked filing cabinets or rooms. Patient files should be secure at all times and never left unattended on the reception counter of a busy waiting room.
The physical storage of documents could be come expensive when taking all factors into account, together with the amount of physical space that is used that could used more productively.