Confidentiality, Privacy & Security

Retention Guidelines

  • 1.  Retention Guidelines

    Posted 02-14-2018 16:39
    Hello.

    I have several resources that discuss retention guidelines for different documents, but they often have a category for "medical records", but not much detail about particular documents. Having inherited lots of paper, there are things I am wondering if it is fine to securely dispose of now that we primarily use the EHR - but have no clear source to consult. Anyone out there have something specific they refer to or have any suggestions?

    Thanks.

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    Deborah Lollie, RHIT
    Health Information Coordinator
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  • 2.  RE: Retention Guidelines

    Posted 02-15-2018 15:51
    ​Your state should have an agency for a records schedule, i.e.  "State Records Retention Schedule." The one for Connecticut is called "Connecticut State Library Office of the Public Records Administrator."  They should have a schedule for  Administrative Records and Health Records.    The Health Record schedule will list all types of health record documents, give a description and minimum retention schedule, disposition and any notes and citations.   I have used this many times when there have been questions regarding retention.    You can peruse the Connecticut one if you like  http://www.cslib.org/publcrecords

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    Emily Macko, RHIA
    Director HIM/Privacy Officer
    Stonington Institute
    75 Swantown Hill Road
    North Stonington, CT 06359
    860-445-3687
    Fax: 860-535-9076
    Emily.macko@uhsinc.com
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  • 3.  RE: Retention Guidelines

    Posted 02-15-2018 23:16
    Thanks for taking the time to respond. I appreciate your guidance!

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    Deborah Lollie, RHIT
    Health Information Coordinator
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  • 4.  RE: Retention Guidelines

    Posted 02-20-2018 11:06
    ​Hi,

    I am wondering how to manage the retention of electronic records.  Do most organizations keep electronic records indefinitely or are they somehow destroying records after a certain time period is met?  Also, since the records of minors have a different retention period how do other manager those records in an e-record?

    Thank you,

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    Kathryn Boyes
    Director, HIM
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  • 5.  RE: Retention Guidelines

    Posted 02-21-2018 12:32
    ​I work as an HIM Director for a large multi state Behavioral Health  System, we too are challenged with retention issues concerning our EHR.  I have contacted various Behavioral Health providers in our area, and no one seems to have a process or suggestions on how to destroy electronic records.

    As many providers do, we have a Hybrid record, we have stored the paper records of our clients who were active during our transition in the EHR.  Our State Retention schedules do not mention when paper portions of Hybrid records destroyed.  Since we have had a Hybrid record for more that ten years now (our state retention period for medial records), we are trying to confirm if we can destroy the paper portion.  Note: Back scanning was not done when we transitioned over to an EHR.

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    [Carol] [Draper, RHIT] [Director of HIM]
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  • 6.  RE: Retention Guidelines

    Posted 02-21-2018 15:59
    ​You may want to review this website for some guidance.

    https://wyatthitechlaw.com/2013/09/30/retention-of-paper-medical-records-after-converting-to-electronic-health-records/



    ------------------------------
    Emily Macko, RHIA
    Director HIM/Privacy Officer
    Stonington Institute
    75 Swantown Hill Road
    North Stonington, CT 06359
    860-445-3687
    Fax: 860-535-9076
    Emily.macko@uhsinc.com
    ------------------------------



  • 7.  RE: Retention Guidelines

    Posted 02-23-2018 10:45
      |   view attached
    Hello.

    Thought I would throw out a couple of sample resources I have found. They may aide in your process, and I always appreciate when others are willing to share specific resources.

    https://managementhelp.org/misc/Sample-Document-Retention-Destruction-Policy.pdf

    http://www.wsha.org/wp-content/uploads/Chapter_28_Appendix_A_SampleRecords_Management_and_Retention_Policy.pdf


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    Deborah Lollie, RHIT
    Health Information Coordinator
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    Attachment(s)

    pdf
    ModelGuidelines_HH.pdf   178K 1 version


  • 8.  RE: Retention Guidelines

    Posted 04-19-2018 09:34
    ​Thank you for sharing!

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    Noelle Dale
    Medical Records Supervisor
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