Health Information Technologies and Processes

Document Retention Schedule

  • 1.  Document Retention Schedule

    Posted 22 days ago

    I am reaching out to see if anyone has an acute care facility documentation retention schedule that they would be willing to share.   I am familiar with SC general statue for medical record retention, thus I am researching non-medical record documents such as invoices, call schedules, etc.   We are a small community hospital, thus not part of a large health system that has health system retention schedule/guidelines.

     

    Thanks!

     

    Susie Myers, RHIA

    Director of Health Information Management

    Newberry County Memorial Hospital

    Email: Susie.myers@newberryhospital.net

    (ph)  803-405-7527   (fax)  803-276-8518

     

     

    PO Box 497 / 2669 Kinard Street

    Newberry, South Carolina 29108

     

     

    *This message is intended only for the use of the individual or entity to which it is addressed and may contain information that is privileged, confidential and exempt from disclosure under applicable law. If the reader of this message is not the intended recipient, you are hereby notified that any dissemination, distribution, or copying of this communication is strictly prohibited by law. If you have received this communication in error, please notify me immediately.

     



  • 2.  RE: Document Retention Schedule

    Posted 22 days ago

    Check with your state's Hospital Association.  In Illinois, our state Hospital Association published a "Retention Guidelines" resource for hospitals/healthcare facilities, which include most departments.

     

    Donna Hofer, RHIA

     






  • 3.  RE: Document Retention Schedule

    Posted 21 days ago

    Thanks Donna.   I had previously contacted the SCHA but they referred me to Medical Record Retention guidelines which I already have in place.    Thus was not of benefit.

     

    Susie Myers, RHIA

    Director of Health Information Management

    Newberry County Memorial Hospital

    Email: Susie.myers@newberryhospital.net

    (ph)  803-405-7527   (fax)  803-276-8518

     

     

    PO Box 497 / 2669 Kinard Street

    Newberry, South Carolina 29108

     

     

    *This message is intended only for the use of the individual or entity to which it is addressed and may contain information that is privileged, confidential and exempt from disclosure under applicable law. If the reader of this message is not the intended recipient, you are hereby notified that any dissemination, distribution, or copying of this communication is strictly prohibited by law. If you have received this communication in error, please notify me immediately.

     






  • 4.  RE: Document Retention Schedule

    Posted 21 days ago

    Bummer...

     






  • 5.  RE: Document Retention Schedule

    Posted 21 days ago
      |   view attached
    Susie...it may not include what you are looking for...BUT...for those looking for schedules to compare and contrast with their own schedules or the schedules put together by various organizations...the schedule from the CA Hospital Association is attached.  For those looking for schedules which include business type records (invoices,receipts, etc)...there are some posted on the Net by Iron Mountain.

    ------------------------------
    Frank Ruelas
    Compliance Professional
    Arizona
    ------------------------------

    Attachment(s)



  • 6.  RE: Document Retention Schedule

    Posted 21 days ago
    Susie...one more schedule...which is more business related that you may find useful.  If you don't identify a specific reasons (State/Fed) requirement for a retention period, it may be left to a "business decision" on how long to keep.  So maybe choosing a year or two makes sense.  Remember, if you find out otherwise, you can always adjust your time periods that are not connected to some type of requirement as needed based on business needs.

    True story...at one hospital, a new director was cleaning out the cabinets of her predecessor.  She found nursing schedules for the unit on file going back over 20 years!  The retention schedule for this type document was 1 year...so lot's of purging went on that week as you can probably imagine what she found!

    Link to Shred It document:
    https://www.shredit.com/getmedia/13d09690-db28-4798-8929-b19ac3325166/shred-it-guide-to-document-retention.aspx?ext=.pdf

    ------------------------------
    Frank Ruelas
    Compliance Professional
    Arizona
    ------------------------------



  • 7.  RE: Document Retention Schedule

    Posted 21 days ago

    Thanks Frank.   This is excellent information!

     

    Susie Myers, RHIA

    Director of Health Information Management

    Newberry County Memorial Hospital

    Email: Susie.myers@newberryhospital.net

    (ph)  803-405-7527   (fax)  803-276-8518

     

     

    PO Box 497 / 2669 Kinard Street

    Newberry, South Carolina 29108

     

     

    *This message is intended only for the use of the individual or entity to which it is addressed and may contain information that is privileged, confidential and exempt from disclosure under applicable law. If the reader of this message is not the intended recipient, you are hereby notified that any dissemination, distribution, or copying of this communication is strictly prohibited by law. If you have received this communication in error, please notify me immediately.

     






  • 8.  RE: Document Retention Schedule

    Posted 21 days ago


    ------------------------------
    Frank Ruelas
    Compliance Professional
    Arizona
    ------------------------------



  • 9.  RE: Document Retention Schedule

    Posted 19 days ago
    I would recommend checking with your medical liability insurance carrier, as well.  Some liability coverage policies (and their companies) come with expectations or guidelines of their own in terms of documentation retention/destruction, which can impact when and to what you extent you are 'covered' by them.  I would also recommend considering having your organization's legal counsel potentially work directly with your liability carrier to help you establish a Non-Clinical Documentation Retention & Destruction Schedule for your situation, along with your internal team.

    A strong liability carrier will know your business very well and should be able to provide you with in-depth expertise regarding the professional exposures and liabilities that might face your organization based on its documentation retention and destruction schedule, in addition to other considerations, not to mention usually also being an excellent documentation compliance reference for what is required, or optimal, in your specific circumstances.

    Hope this helps!


    ------------------------------
    A. Andrews Dean, CPHIMS, CHDA, CPHI, CPPM, CPC
    AHIMA-Approved Data Analytics Trainer
    Health IT Regulatory Affairs & Healthcare Compliance Consultant
    ------------------------------



  • 10.  RE: Document Retention Schedule

    Posted 21 days ago

    In Indiana, our state Hospital Association published a retention guide some years ago to cover many different non-medical record documents – I would recommend you reach out to your state Hospital Association to see if they have a resource like this for your state....

     

    Wendy Mangin, MS, RHIA

    Director of Corporate Compliance

     

    Good Samaritan 

    520 S. Seventh St. | Vincennes, Indiana | 47591

    Hospital: 812.882.5220 | Direct: 812.885.3487 

    Fax: 812.885.3912 | wmangin@gshvin.org 

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