Health Information Technologies & Processes

How many records do you keep?

  • 1.  How many records do you keep?

    Posted 05-08-2019 12:01
    ​​Interested to see how many years of records you keep opposed to your state retention period.

    For example- Retention period for us is 10 years, but we have 20 years on the shelf

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    Mikki Medine
    Him Director
    Thibodaux Regional Medical Center
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  • 2.  RE: How many records do you keep?

    Posted 05-08-2019 12:05
    Along this same line of thinking I'm curious how much additional risk you calculate you have by holding onto more records than is required.

    --
    Thanks Kris

    Kris Lundell MBA,  CIPP/US, CiPT, CHP, CHPS, HCISPP
    Privacy and Security Consultants LLC





  • 3.  RE: How many records do you keep?

    Posted 05-08-2019 12:30
    That is our concern as well. The medical staff wants us to keep 20 years; however, we know that if we keep it we have to release it if requested so we are anxious to see what other facilities are doing.​

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    Mikki Medine
    Him Director
    Thibodaux Regional Medical Center
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  • 4.  RE: How many records do you keep?

    Posted 05-08-2019 12:37

    We only keep what is required - 10 yrs.  However, we are an LTCH and do not have PEDS or OB.

     

    dh

     






  • 5.  RE: How many records do you keep?

    Posted 05-08-2019 12:44

    We have never destroyed any medical records.  Therefore we have 127 years of history in our warehouse.  I wouldn't recommend it. lol

     

     

    Becky Kilen, MS, RHIA

    GHS Privacy Officer | Manager of Privacy

     

    GUNDERSEN HEALTH SYSTEM 

    1900 South Avenue | Mail Stop:  AVS-001

    La Crosse, WI  54601

    Phone:  (608) 775-3549 | Pager: 3863

    Fax:  (608) 775-4706 | rakilen@gundersenhealth.org

     

    Privacy Office: (608) 775-7439 | PrivacyOffice@gundersenhealth.org

     

     

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  • 6.  RE: How many records do you keep?

    Posted 05-08-2019 15:27

    Also along these same lines is a question I have been trying to address for quite some time.   Most of our records are now in an EHR.  However, we still keep complete IP and ER/Trauma paper charts.   We regularly send the paper charts to an imaging company, and keep only the last three years on the shelf.   This practice was in place when I moved into the HIM Director position.    I have struggled with the legality of handling this in this manner, and getting a policy written to reflect this.  The imaging company does send me a CD with the scanned records (and we have a computer program to access the scanned charts), and a destruction notice when THEY destroy the paper copies.  Any thoughts or suggestions as to whether or not this appropriate?  

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  • 7.  RE: How many records do you keep?

    Posted 05-08-2019 16:22

    I think it is important to destroy paper charts you already have stored and accessible electronically. Having the paper available only leads to possible discovery in a legal case. We shred our scanned images 90 days after they are in the EMR.


    Thanks,

    Karla

     






  • 8.  RE: How many records do you keep?

    Posted 05-08-2019 12:41

    We hold 20 years since we have to hold the discharge summary for that long.

     






  • 9.  RE: How many records do you keep?

    Posted 8 days ago
    Oklahoma state retention requirements for medical records is a minimum of five (5) years beyond the date the patient was last seen or a minimum of three (3) years beyond the date of the patient's death. Records of newborns or minors shall be retained three (3) years past the age of majority.  However, our facility policy is Adults--15 years; NB/Ped/OB--age 21 of child; Death--5 years.

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    Shelly Wilson RHIA,CHP,CDIP
    Director His & Privacy Officer
    Stillwater Medical Center
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  • 10.  RE: How many records do you keep?

    Posted 7 days ago
    I am in Oklahoma and my organization keeps records for 25 years.

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    [Lisa ] [Hunter], RHIT, CHPS
    [HIM Operations Manager ]
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  • 11.  RE: How many records do you keep?

    Posted 7 days ago

    Hi, we keep them for 20 years. Scanned records 90 days then destroy.

     

    Thanks,

    Karla