Frequently Asked Questions

CMSUK define Case Management as:

‘Case Management is a collaborative process which: assesses, plans, implements, co-ordinates, monitors and evaluates the options and services required to meet an individuals health, social care, educational and employment needs, using communication and available resources to promote quality cost effective outcomes.’

Click on the ‘Apply for Membership’ button and follow the online form prompts. You will need details of your qualifications, professional associations, two references and your work history. You will also have to confirm that you have appropriate insurance and are DBS checked.

You only pay for your membership once your application has been approved. Once approved you will receive an email informing you of the fee due to activate your membership.

• By card via Paypal. Click the ‘Login’ prompt in the top right hand corner of the home page. Enter the email address you provided within your ‘Home’ information and password you created at the start of the application process within the boxes provided. This should allow you to successfully login. If you do not remember your password follow the instructions for a new temporary password to be sent to you by email. Once you have successfully managed to login follow the prompt to view your profile and then hit the ‘Pay’ button. This will then take you through to PayPal where you can pay using a card or a PayPal account.
• By BACS payment. Please email info@cmsuk.org and request the appropriate information.

CMSUK has three main individual types of membership:

• Case Manager
• Associate
• Supporter

Case Manager Membership is CMSUK’s advanced membership. The criteria for Case Manager Membership is that the applicant hold a diploma or higher level educational qualification for health/social/vocational and human services personnel related to case management.

In addition to any specific training, a minimum of 24 months or 2500 hours of active specific case management experience should be obtained before applying for full membership.

CMSUK also need to ensure that clinical qualifications are endorsed by the appropriate registered body e.g. NMC for nurses, HCPC for OTs & physios etc.

Vocational Case Managers are the only exception to the requirement for appropriate registered body affiliation but can only have a recorded ‘area of expertise’ as being ‘Vocational’ without having a clinical qualification and registered body. No clinical area of expertise will be assigned to a member without having appropriate clinical qualifications and registered body affiliation.

Associate Membership has the same criteria for membership as Case Manager Membership. The only difference is that the applicant does not have to meet the requirement of 24 months or 2500 hours of active specific case management experience.

Supporter Membership is for people who do not practice case management but work either in a supportive or managerial role and want to be kept informed. The criteria for this type of membership is very loose but there is no pathway to upgrade from this membership to either Associate or Case Manager Membership without first meeting the criteria as set out above.

Email info@cmsuk .org for more information.

The Benefits of individual CMSUK membership include:

• Professional development and educational offerings: CMSUK hold a variety of events throughout the year designed to improve the education and professional development of attendees. These events include study days, webinars and our Annual Conference & AGM where attendees can get an insight into the work the CMSUK Board are doing to promote the strategic aims of CMSUK. CMSUK also host an annual Awards Lunch to reward outstanding practice in the industry. Click here for details of our current events.
• Reduced CMSUK events fees
• Networking with other case managers facing similar challenges
• Links with purchasers
• Opportunity to influence the development of CMSUK and to develop a broader range of skills through by becoming involved in one of the CMSUK Committees.
• Access to CMSUK's digital Inside Case Management Magazine

• Please note: In addition to all the above our Case Manager Members also have the choice to opt in to a facility whereby they can be contacted via the CMSUK website by potential purchasers of services looking for an appropriate case manager. Searches can be done by geographic area of working or area of expertise. In this way CMSUK strive to improve referrals to our case managers.

The key sources of guidance are:

 General Principles from Key UK Guidelines

1. Adults with Capacity – Records should generally be retained for 8 years after the conclusion of treatment or care.
2. Adults Lacking Capacity – Records should be retained indefinitely or until it’s clear they no longer have any relevance to future care, complaints, or legal claims.
3. Children and Young People – Records should be kept until the child's 18th birthday (or until age 25 if the child was 17 when the care ended).
4. Mental Health Records – Must be retained for 20 years after the last contact or 8 years after the patient’s death (whichever is longer).
5. Deceased Clients – Records should be kept for 8 years after death.

 Relevant Legislation and Guidelines

The main sources you need to comply with are:

1. Data Protection Act 2018 (incorporating UK GDPR)
   • Data must not be kept for longer than necessary for the purpose it was collected.
   • You must be able to justify the retention period based on legal, professional, and business needs.
2. NHS Records Management Code of Practice (2021) – This sets out clear retention periods:
   • Adult health records – 8 years after the last treatment or care.
   • Children’s records – Until age 25 (or 8 years after death).
   • Mental health records – 20 years after last contact or 8 years after death.
3. Mental Capacity Act 2005 – Implies that records for adults lacking capacity may need to be retained indefinitely to support ongoing care and potential future legal challenges.
4. Limitation Act 1980 – Governs the period for bringing a legal claim:
   • General medical negligence claims – Up to 3 years from the date of knowledge of injury.
   • Claims involving minors – Up to 3 years from the age of 18 (i.e., until age 21).

 "How Long is Necessary?"

• 8 years is generally considered sufficient for most adult records.
• Retaining records for those lacking capacity "indefinitely" is a matter of professional judgment and ongoing need—but you must justify why it’s necessary.
• Children's records should not be destroyed before they turn 25 (in case of delayed legal claims).
• If there’s an ongoing complaint, legal case, or safeguarding concern, records should be retained until the issue is fully resolved.

 Best Practice Summary

• For most adult clients → 8 years is sufficient.
• For those lacking capacity → Keep them indefinitely if there is a clear and ongoing justification for doing so.
• For children → Keep until at least age 25.
• Regularly review records → Destroy any that are no longer necessary for care, legal, or business reasons.