It is a professional requirement of AJA that members and candidates appoint two clinical executors whose names and addresses should be held by the AJA office, and that they are provided with, or have immediate access to, a full and up to date list of all patients and supervisees being worked with.


The following guidelines regarding the appointment and role of clinical executors are for members, candidates and clinical executors and should be read in conjunction with the Code of Ethics and Practice.



1 Guidelines regarding the appointment of a Clinical Executor


  1. i) It is essential that clinical executors are practising analysts.
  2. ii) It is preferable but not essential that clinical executors be members of AJA and/or IAAP.

iii) Each executor should know the other’s identity.

  1. iv) Where an executor is also a member of AJA, you are expected to have taken all necessary precautions to ensure the confidentiality of files relating to colleagues (e.g. former candidates in a training analysis) is not compromised.
  2. v) Whilst it might seem practicable, considerations relating both to clinical responsibility and personal boundaries mean that it is not appropriate to appoint one’s spouse or partner as a clinical executor.
  3. vi) The names of your clinical executors and the AJA office email and telephone number should be available to your spouse, partner, next of kin or a nominated person, so that clinical executors can be contacted should you be incapacitated by illness, accident, or in the event of your death.

vii) The names and addresses of your clinical executors must be included in your annual CPD which is submitted to the chair of the professional committee and which are subsequently kept at the AJA office.



2 Guidelines for keeping a record of the patient / supervisee list


  1. i) A list of patients and supervisees should be kept which includes all contact details, i.e. telephone numbers, email and address. Any patients, candidates or supervisees being seen on behalf of another training institution should clearly be indicated. It may be helpful to include any relevant contact information in respect of such organisations.
  2. ii) This list should be copied to the two professional colleagues who will act as your clinical executors. It should be updated regularly, ideally 3 or 4 times a year depending on changes to your caseload.

iii) Including a timetable of days and times of appointments will enable executors to prioritise their contacts. Other brief details may be helpful to your executors such as the date work began and frequency of sessions.

  1. iv) If there are also ex-patients or supervisees for whom it would be important for you to have informed about your situation these names and details should also be included.


3 Role of the Clinical Executor


  1. i) Executors are responsible to the Council of the Association for establishing proper contact with your patients and supervisees in the event of your death or suspension of work due to illness or accident.
  2. ii) The executors will discuss options available with your patients and supervisees, and, if required, provide names of appropriate analysts or supervisors. Candidates will be directed to the training committee for help in finding a new analyst or supervisor.

iii) Your executors will be responsible for all notes, files and other written clinical material belonging to you. All files will be closed by the executors and properly stored or destroyed in accordance with your instructions. Information files must be kept for a period of three years before being destroyed.

iv)You are encouraged to discuss with your family members any arrangements you may wish to make regarding the attendance of your patients and supervisees at your funeral. These arrangements should be made known to your clinical executor.

  1. v) In any situation where difficulties arise in carrying out their role, or where the member is unable to work because of a complaint, the Clinical Executors should consult with the Chair of the Ethics Committee as to the best way forward.






Clarification or guidance can be sought from the Chair of the Professional Committee regarding the above or any other matter relating to the appointment and role of clinical executor.



November 2014