Medical Records Storage Policy

The medical records policy adheres to guidelines regarding content access storage removal and retention of medical records to ensure that the agency abides by statutes and regulations pertaining to legality privacy and security.

Medical records storage policy.

We appreciate your trust and take care ensuring your personally identifiable information is kept safe. Options for storage of medical records it may be possible to pay for storage at a neighboring medical office. Another option is to use a secure document storage facility. A practitioner should inform patients how long the practitioner will retain medical records.

Retaining medical records of minor patients is more complex. Medical records and phi must be stored where there is controlled access we recommend that medical records and phi stored in hallways that are accessible by unauthorized individuals should be in locked cabinets. No open shelves in a hallway that allows access to individuals not. Of medical records policy 2014 06 12 16 14 page 3 of 4 storage areas approved for records storage must be physically secure and environmentally controlled to protect records from unauthorized access and damage or loss due to temperature fluctuations fire water damage pests and other hazards.

Retention of medical records page 2 of 3 3. Medical records whether in electronic or paper format should be stored to allow for. 9 2 1 hard copy health records 9 2 1 1 storage hard copy health records containing personal health information should be kept in lockable storage or secure access areas when not in use. A practitioner should verify the retention time required by their medical malpractice insurer.

The board recommends that licensees develop and implement a medical record retention and production policy in concert with legal counsel. No open shelves in a patient or research subject area. Precautions such as not storing health records containing personal health information in a public area should be taken where practicable. Space needed to store the records particularly archived inactive charts often expands into exam rooms off site mini storage and or other valuable workspace.

Medical records retention guidelines. Electronic health records can help alleviate some storage issues associated with traditional paper medical records. Appropriate policies should address.