Medical Records Storage Policy

Another option is to use a secure document storage facility.

Medical records storage policy.

Options for storage of medical records it may be possible to pay for storage at a neighboring medical office. Appropriate policies should address. Medical records retention guidelines. 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. No open shelves in a patient or research subject area. Lease rates in medical buildings are expensive yet much of the space used in a medical office is devoted to storing paper medical records. Electronic health records can help alleviate some storage issues associated with traditional paper medical records.

The board recommends that licensees develop and implement a medical record retention and production policy in concert with legal counsel. Medical records whether in electronic or paper format should be stored to allow for. 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. 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.

Storage of records 1. 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. Retention of medical records page 2 of 3 3. A practitioner should verify the retention time required by their medical malpractice insurer.

Some pediatricians ask a colleague still practicing in the community to serve as custodian of the records. We appreciate your trust and take care ensuring your personally identifiable information is kept safe. No open shelves in a hallway that allows access to individuals not.