Confidentiality, Privacy and Security

Medical Record Storage

  • 1.  Medical Record Storage

    Posted 11-05-2019 12:02
    A physician is in retirement and has stored his records in his old office building; however, he will now be selling the building and another physician has agreed to "store" his 2,500 records for the remainder of the legal requirement.

    Question:  The physician is in his 70's and is concerned that his former patients will not be able to find their records if they need them.  Does he have to go through all 2,500 paper charts and notify patients of where they can find their records moving forward?  He no longer has a patient database to easily send information to all of these patients.

    I think I know the answer but need confirmation :-)

    Cynthia Bracy
    Manager of Practice Resources

  • 2.  RE: Medical Record Storage

    Posted 11-05-2019 18:36
    At the very least the patient's should be made aware that their data will be placed in the care of a provider they don't have a relationship with.


  • 3.  RE: Medical Record Storage

    Posted 11-14-2019 11:17
    I have known of physicians taking out prominent ads in local papers to notify patients.

    DeAnn Tucker
    HIM Director & Privacy Officer
    Houston Physicians' Hospital

  • 4.  RE: Medical Record Storage

    Posted 11-18-2019 09:16
    You may want to check out state laws on closing an office.  In Wisconsin, providers are required to provide legal notice in the local newspaper.

    Nancy Davis, MS, RHIA, CHPS
    Director of Compliance & Safety
    Door County Medical Center