Medical Records Storage Policy

A practitioner should verify the retention time required by their medical malpractice insurer. Of medical records policy 2014 06 12 16 14 page 3 of 4 storage areas approved for records storage must be physically secure and environmentally controlled to protect records from unauthorized access and damage or loss due to temperature fluctuations fire water damage pests and other hazards. Space needed to store the records particularly archived inactive charts often expands into exam rooms off site mini storage and or other valuable workspace.

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Retaining medical records of minor patients is more complex.

Medical records storage policy.

9 2 1 hard copy health records 9 2 1 1 storage hard copy health records containing personal health information should be kept in lockable storage or secure access areas when not in use. No open shelves in a hallway that allows access to individuals not. No open shelves in a patient or research subject area. Another option is to use a secure document storage facility.

Electronic health records can help alleviate some storage issues associated with traditional paper medical records. Medical records and phi must be stored where there is controlled access we recommend that medical records and phi stored in hallways that are accessible by unauthorized individuals should be in locked cabinets. The medical records policy adheres to guidelines regarding content access storage removal and retention of medical records to ensure that the agency abides by statutes and regulations pertaining to legality privacy and security. Retention of medical records page 2 of 3 3.

Medical records retention guidelines. Medical records whether in electronic or paper format should be stored to allow for. Precautions such as not storing health records containing personal health information in a public area should be taken where practicable. Some pediatricians ask a colleague still practicing in the community to serve as custodian of the records.

We appreciate your trust and take care ensuring your personally identifiable information is kept safe. Storage of records 1. The board recommends that licensees develop and implement a medical record retention and production policy in concert with legal counsel. Options for storage of medical records it may be possible to pay for storage at a neighboring medical office.

A practitioner should inform patients how long the practitioner will retain medical records. Lease rates in medical buildings are expensive yet much of the space used in a medical office is devoted to storing paper medical records. Appropriate policies should address.

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