Solutions / Patient and care records
Health and care providers
Care records, kept safe and in context
Manage referrals, consent, care plans and discharge documents for every person you support, with the strongest protection on health data.
Patient record
PT-30921 · [Patient name]
Service: Community care · Care coordinator: [Coordinator name] · Referral date: 18/08/2026 · GP practice: [Practice name]
| Document | Type | Sensitivity |
|---|---|---|
| Referral letter.pdf | Referral | Highly confidential: Health |
| Consent form.pdf | Consent | Highly confidential: Health |
| Care plan.docx | Care planning | Highly confidential: Health |
| Visit notes.docx | Treatment | Highly confidential: Health |
The patient record
Each person in your care is a record context. Documents from every team land in one file, with access limited to the people who need it.
| Field | Example |
|---|---|
| Patient ID | PT-30921 |
| Service | Community care |
| Care coordinator | [Coordinator name] |
| Referral date | 18/08/2026 |
| GP practice | [Practice name] |
| Status | Active |
A ready-made file plan for patient and care records
Each classification holds its own document types, mapped to Microsoft Purview retention and sensitivity labels.
| Classification | Example document types | Retention label | Sensitivity label |
|---|---|---|---|
| 01 Referral and assessment | Referral letters, initial assessment, risk assessment | Health: 8 years after care ends | Highly confidential: Health |
| 02 Consent | Consent forms, capacity assessments | Health: 8 years after care ends | Highly confidential: Health |
| 03 Care planning | Care plans, reviews, goals | Health: 8 years after care ends | Highly confidential: Health |
| 04 Treatment and visits | Visit notes, observations, medication records | Health: 8 years after care ends | Highly confidential: Health |
| 05 Correspondence | Letters to GPs, families and other services | Health: 8 years after care ends | Highly confidential: Health |
| 06 Discharge | Discharge summary, onward referrals | Health: 8 years after care ends | Highly confidential: Health |
Retention periods and labels are examples. Confirm them against your own retention schedule and Purview configuration.
Linked records
Patients link to the services, staff and safeguarding work involved in their care.
Service
Ward 7 · Respiratory
Audits, procedures and equipment records
Staff member
ST-1182 · Registered nurse
Registration, training and appraisal
Safeguarding referral
SG-0331
Restricted to the safeguarding team
Purview policies for patient and care records
Retention
Example: adult care records kept for 8 years after care ends. Set periods to match your health records retention schedule.
Sensitivity
Every patient document is Highly confidential: Health, with access limited to the care team.
DLP
Detects health information and patient identifiers, and blocks sharing outside your organisation.
What your teams get
One record per person
Every team’s documents together, in the right order.
Stronger protection for health data
Labels and DLP applied to every document automatically.
Inspection-ready evidence
Gather the documents an inspector asks for in minutes.
More solutions
HR files · Case files · Council files · Housing files · Legal matter files · Student records · Project and asset files
Try the patient and care records template free
30 days, every feature, in your own Microsoft 365 tenant.