Health Information Technologies and Processes

Hybrid Medical Records

  • 1.  Hybrid Medical Records

    Posted 08-15-2019 11:50
    Does anyone know what the retention requirements are for hybrid medical records? We are in the process of looking for storage for our paper records which have already been scanned into our EHR. However we are wanting to know how long to keep the paper record. Thanks for your help in advance.

    Sandra Dickerson
    Him Manager

  • 2.  RE: Hybrid Medical Records

    Posted 08-15-2019 12:08
    Hi Sandra-

    If the records have already been scanned. You can technically destroy right after that. Most facilities I have worked with do keep them for a small window just in case there was a scanning issue.

    Sarah Zarb
    Healthcare Consultant

  • 3.  RE: Hybrid Medical Records

    Posted 08-15-2019 12:37
    Hi Sandra,

    Seeing your name again brought back memories of my clinical at Labette Mental Health. My supervisor at that location had the same name.
    I also remembered Judy Doherty, my other clinical supervisor at Paola, KS, Olathe Health System.
    That year, 2015, was their year of transferring their paper records into their Cerner system.
    They also kept their paper records for a period of time. I do not know if Judy still works with Olathe Health Systems or not.
    My research onto CMS told me that each state has its requirements. One state, listed on the CMS article that I read, gave 6 years retention.

    Good luck finding what you need.
    Sarah Spencer, RHIT

    Sarah Spencer, RHIT

  • 4.  RE: Hybrid Medical Records

    Posted 08-15-2019 12:54

    Hi, our scanned paper into our EHR is held for 90 days then destroyed. The retention on paper after scanning is up to you.





  • 5.  RE: Hybrid Medical Records

    Posted 08-15-2019 14:30
    In Georgia as long as you have the record in an electronic format you are good. We usually only hold the paper a few months just to make sure the account has been coded and billed with no issues.

    Sent from my iPhone

  • 6.  RE: Hybrid Medical Records

    Posted 08-16-2019 08:08

    Unless your state law states otherwise, after you have scanned records into your EMR, you can decide how long before you destroy them – we destroy after 75 days......the legal record is the EMR.......


    Wendy Mangin, MS, RHIA

    Executive Project Director – Regulatory Compliance/Privacy Officer


    Good Samaritan 

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

    Hospital: 812.882.5220 | Direct: 812.885.3487 

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  • 7.  RE: Hybrid Medical Records

    Posted 08-16-2019 16:45
    Once a form has been scanned  I see NO reason to keep paper for more than 24 hours( in case the building or the computer systems blow up!

  • 8.  RE: Hybrid Medical Records

    Posted 08-16-2019 17:51
    We keep ours for 90 days after scanned.

    Sent from my iPhone

  • 9.  RE: Hybrid Medical Records

    Posted 08-18-2019 12:53
    Great discussion! I've been wanting to know what authority can I cite when it comes to declaring that "once a record has been scanned, the electronic version is the LHR/DRS". I just hope to be able to cite an authority in drafting P&Ps.

     Thank you for your help.

    Susan A. Oliver

  • 10.  RE: Hybrid Medical Records

    Posted 08-19-2019 21:11
    Thank you all so much for the help. Does anyone have a policy/procedure that you could share concerning this issue or its implementation? Thanks in advance.

    Sent from my T-Mobile 4G LTE Device