How do I prepare my physio clinic’s patient files for a handover to a buyer?

Start by sorting. Separate active patients, recently discharged ones and old files that are held only because they must be kept. Make a short index of where each group lives, paper or electronic, and who has access.

Next, ask your professional college and your lawyer who may hold the records after the sale, and what notice patients must get. Do not hand over a single file until you have that answer in writing. Many sales go wrong here because the owner assumed the files simply came with the clinic.

Plan the patient message. People should hear who is taking over, how to reach the clinic, and how to move their file elsewhere if they prefer. Draft it together with the buyer so the tone is consistent. Then tidy the practical side. Check that notes are complete, signed and legible, that backups work, and that outside users such as billing staff have been listed. A buyer’s reviewers will look at how the clinic keeps records as one sign of how it is run. Keep a record of what you hand over and when, and who received it. If a patient later asks where their file went, a clear log lets both you and the buyer answer quickly and calmly without guessing or searching.

Key takeaways

• Sort files into active, recently discharged and retained-only groups.
• Get written guidance on who may hold records before sharing anything.
• Draft the patient notice with the buyer and offer a choice.