Patient records for clinical psychologists in Belgium: how do you choose the right tool?

A paper notebook, a few Word documents, a separate calendar and attachments spread across different folders may seem sufficient while your patient list remains small. Over time, however, it becomes increasingly difficult to retrieve a patient’s care history, respond to a request for a copy or check the chronology of consultations.

For clinical psychologists in Belgium, keeping a patient record is not simply good practice. It is an obligation linked to their status as healthcare professionals. The question is therefore not only whether a record must be kept, but also how to choose a reliable, clear system suited to your practice.

Patient records: an obligation that is set to evolve

Clinical psychologists must keep a record for each patient. It must be compiled carefully and stored securely.

The legislation also provides for patient records to be kept and stored electronically from a date to be set by royal decree. As the timetable, arrangements and recommendations may evolve, we recommend following the information published by the Commission of Psychologists.

This forthcoming change makes it worth considering your choice of tool now: not all software protects data in the same way or makes it equally easy to retrieve.

What should you look for when choosing software?

The right tool is not necessarily the one promising the most features. It is the one that lets professionals remain in control of their organisation and data.

• Where is patient data actually stored? On the professional’s computer, in the cloud or across several services?
• How is confidentiality protected? Is the database containing the records encrypted? Are access rights clearly separated?
• Is there a proper backup? Can it be exported, password-protected and restored on a new computer?
• Can you retrieve your data? Professionals must be able to retain a usable copy of their records and documents.
• Is the information structured properly? Notes, consultations, documents and payments should remain linked to the right patient and organised chronologically.
• Does the tool genuinely make day-to-day work easier? It should reduce fragmentation between the calendar, records, notes and administration rather than add another layer of complexity.
• What happens if the subscription ends or the computer needs replacing? Continuity and data recovery should be planned from the outset.

Choosing software never replaces good professional practices: lock your session, protect access to your computer, make regular backups and periodically check that they can actually be restored.

How Practimium addresses these criteria

Practimium was designed as an application installed directly on the professional’s computer.

• Locally stored data: practice data remains on the computer and is not stored in the Practimium customer portal.
• An encrypted local database: practice information is not stored in an unprotected, readily readable database.
• Clear separation: the online portal is used to manage the account, downloads, licence and subscription without hosting clinical records.
• Structured records: each patient has a record bringing together their information, consultations, notes and documents.
• A clearer timeline: notes can be linked to the relevant consultations, making each patient’s care history easier to follow.
• Portable backups: Practimium can export a protected backup and restore it when moving to another computer.
• A more complete practice tool: patients, consultations, calendar, payments, certificates and expenses are brought together in one application.

Practimium does not decide what psychologists should include in a patient record. It provides a framework for organising their practice and storing information in a more structured way. It also helps them track payment status and maintain an overview of income. The aim is to make patient-record management easier while reducing the financial and administrative workload, which can be considerable for self-employed professionals.

A look at the interface

Try Practimium for one month

Choosing practice-management software means being able to test it in day-to-day practice.

Practimium offers a one-month free trial on one device, so you can check whether its workflow meets your needs.

Try Practimium free for one month

Sources

• Commission of Psychologists, “The patient file for psychologists”
• Law of 22 April 2019 on quality in healthcare practice, in particular Articles 33 and 34
• Federal Council for Mental Healthcare Professions, opinion on electronic patient records

This content provides general information and does not constitute legal advice. Consult the official sources, especially the Commission of Psychologists, for the rules that apply and the latest developments.