These guidelines are for members, candidates and clinical executors. Please read them in conjunction with the Code of Ethics and Practice. It is a professional requirement that members of AJA and candidates-in-training appoint two clinical executors whose names and addresses are held by the Chair of AJA and the professional committee. Only clinical executors have immediate access to details of your patients and supervisees.

Guidelines regarding the appointment of a Clinical Executor

Your clinical executors are individuals who know about and are sensitive to the analytic process and whom you would trust to manage your clinical affairs should you be unable to work.

The executors form a team able to deal with the unexpected about which you have adequately prepared them in advance.

It is not advisable to appoint your spouse or partner as a clinical executor.

Where a clinical executor is also a member of AJA, please take precautions to ensure that the confidentiality of files relating to colleagues and former candidates-in-training is not compromised.

We ask you to make sure that the details including the address, email and telephone   number of your clinical executors and the professional committee administrator, Helena Rogowska professional@jungiananalysts.org.uk are available to your nominated person, partner, spouse, or next of kin, so that clinical executors can be contacted should you be incapacitated by illness, accident, or in the event of your death.

You are asked to include the names and addresses of your clinical executors in your  annual CPD which is submitted to the professional committee.

Role of the Clinical Executors

Clinical executors are responsible to the Council of the Association to manage your caseload and practice in accordance with your wishes, and in establishing proper contact with your patients and supervisees in the event of death, or suspension of work due to illness or accident.

How to do it: This list describes both the range of responsibilities clinical executors are expected to manage and the steps you could take to make this possible.

Meet with your clinical executors and work out a plan to deal with an emergency to:

establish how the executors can be contacted and how they contact each other;

decide how to manage your practice in an emergency;

plan how the professional committee administrator, Helena Rogowska professional@jungiananalysts.org.uk, and the Chair of AJA will be informed of your situation and that the executors have begun their task in relation to your clinical practice.


Here is an essential procedure we urge you to implement in order to manage the  unexpected event and reduce stress:

When the executors need to inform your patients and supervisees in an emergency you will have prepared them in advance and have regularly provided a relatively up to date weekly timetable, chronologically laid out by day and time and including everyone’s  contact details.

This, in the first instance will help executors to prioritise their contacts and serve to reduce the pressure they will be under in having to deal with your practice as well as concurrently managing their own.

In addition, let your executors know where your appointments diary is located in order to find the most up to date schedule of your professional commitments, all your patients and supervisees and their contact details, and how the executors can get access to the diary in an emergency.

When executors contact patients, supervisees and other named persons on your list to let them know of your situation, plan out in advance, with clinical judgement, how care will be taken in the way information is given to the patient. A message could already be  formulated in anticipation of an emergency. Consider also that no information is recorded on an answerphone that may cause distress. If the patient is not available to answer the phone call, then a message could be left asking them to acknowledge having received it. One of our members offers the following experience: 

“I think it was important to try not to make the patient or supervisee unnecessarily anxious. So I left a voice mail or wrote an email saying: You will not know me, but I am a colleague of xxx, your therapist / analyst. S(he) has asked me to contact you because (s)he has an emergency and needs to take some time off from work until s(he) is well again. Either I or xxx will contact you again soon about the situation. Please let me know that you received this message.”

Other considerations:

Your executors will need to be briefed about access to your consulting room, where you keep your files,  what passwords are required to gain access to your computer, and where to find clinical information; perhaps in a special folder you keep on your computer, your mobile phone and any other places where documents relating to your clinical and professional work are located.

In the event of a prolonged absence you may wish for the executors to offer consultation to discuss alternative clinical arrangements with your patients. Candidates-in-training with whom you supervise would be referred to the training committee. Brief written details of the work with individual patients may be useful to the executors as well as contact with your supervisor(s) and CPD peer group members for additional support as required.

In the event of your death and in addition to the above, your clinical executors are responsible for ultimately destroying all notes, files, answerphone messages and other written and electronically stored clinical material belonging to you in accordance both with your instructions and GDPR procedures. Your executors bring to a close all commitments relating to your professional life and are in contact with your professional insurers, BPC and/or UKCP, IAAP and other professional groups you are connected to. Closing the financial affairs relating to your practice would be the responsibility of your estate.

The executors inform your representative, for example your partner or named persons, and both the professional committee administrator and the Chair of AJA when all patients, supervisees and other interests have been contacted and all actions in accordance with your wishes have been taken.

We suggest you write a professional will specific to your personal requirements and which could include:

  • how you may want your executors to inform ex-patients or supervisees about your situation and any arrangements you may wish to make regarding their attendance at your funeral;
  • you may wish to provide a fund for expenses incurred by the executors in dealing with closing your practice.

If you need clarification or guidance on these matters please contact the professional committee. Additional information can be found on the BPC website. At the time of writing there are no guidelines posted by CPJA for UKCP members.


March 2021








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