When all the consenting actions are complete, the clinic MUST archive the case.
- Archiving a case exports any remaining forms and the full audit log to your clinic management system (IDEAs, MedITEX etc) and your Azure Drive. Your clinic management system is the main repository for all medical records and consent forms, and it is important that it is kept up to date.
- Archiving a case removes ALL personal data from Fertility Consent. Having unarchived cases for long periods of time means personal data is being stored unnecessarily, which is not best practice for GDPR.
- Archiving a case retains important meta-data related to the treatment and the forms that have been signed previously; subsequent treatment cycles will use this data to number the case correctly and only allocate the necessary forms to the patient.
- Importantly, checks such as Marital Status, ID Check and Address are triggered each time a new treatment cycle is created, ensuring your records are up to date and the correct forms are allocated.
- Very bad practice is to keep manually adding and removing forms to the same case for managing repeat cycles. There is a greater risk of manual error in allocating forms and failing to carry out important checks which could compromise your informed consent process.
Ensure your clinic SOP is up to date, and the staff responsible know when and how to Archive a case.
- Clinics have different Archive points in the patient journey, for example, after egg collection, after pregnancy test or after freezing.
- Refer to your clinic SOP.
- Use the Archive button on the case and read the prompts carefully.