Sector

Physiotherapists: WGBO and file destruction

15 June 2026 · 7 min read · DeSnipperaar

Physiotherapy is a care profession and so falls under the Dutch Medical Treatment Agreements Act (WGBO). Concretely this means: patient files must be kept for 20 years from the last action. For a practice with a steady patient flow that is a considerable archive build-up. And after 20 years the rule is: destroy, in the right way. This article describes the regime and the practical approach.

The WGBO period in practice

Article 7:454 BW (paragraph 3) says: 20 years from the last action, or as much longer as ‘good care’ requires. For physiotherapy this means:

• A patient whose last consultation was in 2006: file goes in 2026.
• A patient who had acute treatment in 2010 and never returned: goes in 2030.
• A minor patient: 20 years from the 18th birthday.

For the wider context of WGBO retention periods, read WGBO 20 years for patient files.

What goes into a physio file?

• Name and address, BSN, date of birth.
• Anamnesis (medical history).
• Examination findings.
• Treatment plan and treatments carried out.
• Progress notes per consultation.
• GP referral letter.
• Final report to the referrer.
• Claims administration to the health insurer.

When may what go?

Component	Period
File itself (medical)	20 years after last action (WGBO)
Claim to health insurer	7 years tax, 10 years for claim disputes
Referral letter and final report	20 years as part of the file
Consent forms	20 years as part of the file
Complaint file	5 years after closure of the complaint procedure

The destruction moment for a physio file is typically 20 years after the last consultation. Not 20 years after opening. The period runs from the most recent activity.

Practical clean-up

An average physio practice has 1,500-3,500 active files in view, and on top of that an archive of more than 10-year-old files. Approach:

1. Inventory file years.
2. Identify files with last action more than 20 years ago.
3. Remove from archive, place in a sealed box.
4. Schedule mobile destruction on site.

Digital files

Most physio practices now work with an EPD (electronic patient record) such as Intramed, FysioRoadmap or Spotonmedics. That changes the paper flow but does not eliminate it:

• Old paper files from before digitalisation remain.
• GP referral letters often still come on paper.
• Consent forms are sometimes still signed on paper.
• Backups of the EPD on USB or HDD.

Destruction method

• DIN P-5 or P-6 for paper files because of the WGBO care context.
• DIN H-5 for HDDs and SSDs with EPD backups. Read HDD shredding.
• Mobile destruction on site shortens the chain in a care context.

Combining with other care practices

Many physios sit in a health centre or medical centre alongside GP, dietician, exercise therapist. A joint destruction visit can be logistically efficient:

• Each practice has its own delivery point.
• Own certificate per practice (care provider is the controller).
• One mobile truck for the whole building.

Documentation

• Processing register with WGBO period per category.
• Destruction certificate per job.
• Processor agreement with the supplier.
• At KNGF inspection: certificates as evidence of careful archive closure.

Bankruptcy or practice transfer

On transfer of a physio practice the files go with the practice buyer, not with the former owner. GDPR basis: treatment agreement with the patient continues via the practice activity. In a bankruptcy the trustee regime applies. Read bankruptcy and archive.

---

Planning a practice clean-up? Email us via desnipperaar.nl with the number of files and preferred date.