Last Updated | October 4, 2024
Executive Summary – How Long do Hospitals keep Medical Records
Your medical records are more than just documents. They are a tool to get insights into your health history and help diagnose current conditions along with information on past and present treatments. But how long do hospitals keep medical records? When do they discard them, right away or after some years? Let’s find out.
Introduction – How Long do Hospitals keep Medical Records
Healthcare is an essential part of our lives, and hospitals are the ultimate facilities that we trust. One thing is common in every hospital; medical records. We all go to doctors for specialized care, vaccinations, and check-ups, but we hardly see what’s on the other side of the doctor’s clipboard. Questions like “What is included in the medical records? How long will the hospital store my medical record? Who can see the medical records?” often revolve in the mind. To help you out, we have detailed these answers and more information you need to know about medical records and their contents.
How Long to Keep Medical Records Using CRM?
Medical record retention with CRM systems requires careful consideration of legal requirements, data types, and the organization’s needs. Law-making bodies define how long are medical records kept. Usually, the medical record-keeping period ranges from five to ten years after the patient’s death, discharge, or last treatment.
The laws are different for every state, and the time needed for record-keeping isn’t consistent across the board. The timeline depends on who stores this data: hospitals or private medical doctors. In addition, the length of healthcare record-keeping also depends on the patient’s age (if the patient is a minor or an adult).
3 Benefits of Keeping Good Medical Records at Hospitals
What Is Medical Record Retention And Destruction Policy?
Medical records’ retention and destruction logs are useful for tracking the document’s safe storage. This step streamlines patient data management and ensures that the medical facility is in compliance with state laws and HIPAA.
Retention Policy
HIPAA launched the HIPAA Privacy Rule in 1996 to keep healthcare service providers accountable for maintaining and protecting patients’ medical records and other information. It hasn’t specified the retention time for different medical records, but it generally requires the retention time of medical records to be at least six years from the development date.
It’s important to outline that some state laws ask medical service providers and facilities to retain medical records for more than six years. The minimum medical record retention period is different for every state (some have a longer period compared to HIPAA specifications, while other states have a shorter retention timeline). In addition, the medical records and destruction logs help keep track of documents currently being retained or destroyed.
Maintaining a log streamlines record management and ensures that the medical facility complies with state laws and HIPAA regulations.
Medical records can be retained in two formats:
- On paper
- EMRs
File boxes must be labeled with the designated retention period for paper records. Once that period expires, the storage providers are responsible for properly destroying the records.
On the other hand, digital formats, such as electronic health record (EHR) systems, are crucial for managing and storing EMRs. These systems can be configured to track the retention period of medical records. Once the retention period expires, the records can be automatically deleted, as the EHR system can be set to handle this process seamlessly.
Destruction Policy
There are two primary methods for tracking retention periods and managing the destruction of medical records—paper and electronic. Healthcare providers can use either an off-site secure shredding service or an on-site shredder for paper records. After the documents are destroyed, the provider must obtain a certificate of destruction, including details such as the date, location, and a witness signature to avoid legal liabilities.
Electronic health records (EHRs) systems can be programmed to automatically delete data after the retention period ends. However, the traces of the files may remain on the hard drive, so it’s also essential to destroy them. A destruction certificate should be issued as proof of compliance.
It’s important to note that while HIPAA doesn’t specify how long records should be retained, it does mandate protecting patient information from unauthorized disclosure. Since HIPAA is a federal law, medical facilities must comply with individual state laws that outline specific retention periods for medical records.
How Long Do Doctors Keep Medical Records?
There is no universal timeline for retaining and storing medical records. This is because HIPAA laws demand that healthcare providers retain records for six years, while federal law requires them to keep medical records for at least seven years after the medical service is provided to the patients. In addition, the timeline goes up to ten years for Medicare patients. Since the timeframe for medical record keeping is different for every state, you need to consult the corresponding governing bodies.
How Can I Get Medical Records From 20 Years Ago?
Doctors and physicians are responsible for documenting patients’ medical and clinical histories. This helps them determine whether medical treatment was implemented properly. Medical records are extremely sensitive private documents that are stored and shared according to proper legal protection.
As far as getting the medical records from 20 years ago is concerned, there are multiple methods, but it is challenging. This may be due to the closure of the healthcare facility, doctor’s retirement, transfer/move, etc.
However, you can follow the steps mentioned below to get hold of your twenty years old medical records:
Check The Documents
Usually, we underestimate the extent of information we already possess. For this reason, before requesting someone else to find your medical records, check the personal documents and files thoroughly. You are highly likely to have the records in the form of prescriptions, medical reports, and test results in copied form.
Request The Hospital
Once you are sure that the medical data required is not with you, opt for the formal request, visit the hospital or clinic where you received the treatment, and ask for the medical records. This is because multiple healthcare facilities have a formal process for extracting the documents.
On the other hand, if they do not have a proper process, write an application to the hospital with your identification details, including address, date of birth, phone, and social security number, to get your files. Additionally, mention the case information along with the year of treatment and medical conditions, along with the names of the documents you need.
Insurance Companies & Doctors
If you cannot obtain medical records from the hospital or clinic, visit the doctor’s private office and ask for them. Also, you can visit the insurance company and send the same application you sent to the hospital because insurance companies tend to keep this information safe.
You may need to wait thirty to sixty days to get approval of your request or even get a reply. Make sure to always have a copy of the original request. If nothing else works and you are unable to get access to the medical records, contact the Department of Health (every state and city has one).
What Is The Release Of Medical Records Law?
The medical release form is used to make a request to the healthcare provider to get the information you need. It directs healthcare facilities to release the medical records by the respective authorities. During this legal process, keep the following pointers in mind:
- All the medical records belong to patients and they have the right to control the information released to others.
- The patient’s medical chart information cannot be released without the student’s written permission. It must be dated and clearly state who can access the released information, which type of information is delivered to the specific party, and the permission’s expiration date.
- The physician or doctor has to ensure that the medical records are released to the authorized party only.
Healthcare Record Retention Period In Hospitals (According to States)
How Long Do Hospitals Keep Medical Records By The State?
Medical record-keeping is essential for every hospital and healthcare provider. However, the timeline for storing this information and files vary by state, even after HIPAA laws.
Let’s take a quick look at how long do hospitals keep medical records in Florida, Texas, New York, and other states of the US.
New York
According to the NYS Department of Health, healthcare providers should retain the medical records for six years for adult patients. In the case of minors, the records must be kept for six years or after one year of the minor reaching adulthood.
Florida
According to the laws of Florida, physicians must maintain medical records for five years. After this time, there will be no legal repercussions for destroying the data.
Illinois
The state of Illinois requires hospitals to store medical records for ten years. However, there is no rule about doctors’ keeping medical records to themselves. The patients can always ask for the medical records or get copies if the hospital has them.
Texas
The physicians in Texas keep the medical records safe for at least seven years (minimum). However, hospitals and medical health providers can keep the data longer if they want.
Massachusetts
The clinics and medical institutions should keep the medical records for thirty years after the patient has discharged. The same timeline applies to the HMOs with a staff-model system.
NJ
Hospitals in New Jersey need to keep patient records safely for ten years after the discharge date. In the case of minors, the medical records must be stored until they reach the age of twenty-three years.
Georgia
The doctors and/or physicians must retain the medical records for at least ten years after the discharge date. They should also furnish documents within 30 days of request.
Ohio
Once the patient is discharged from the hospital, their medical records are safe for at least six years in case of a healthcare facility. On the other hand, the healthcare service should keep the medical records for five years.
California
The medical records of the Medi-Cal patients should be kept for ten years. On the other hand, the HMO records have to be maintained for two years at least.
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Conclusion
All in all, hospitals or other healthcare facilities must adhere to the regulations set by HIPAA and their state law regarding retention periods of medical records for safe data management. Once you know how long are medical records required to be kept in hospitals according to HIPPA and Federal laws, you can safely protect sensitive patient information.
Frequently Asked Questions
How Long Does A Hospital Keep Records After Death?
According to HIPAA laws, health records must be kept for fifty years after a person is dead. However, some states only have a five to ten years retention period.
What Is The Statue Of Limitations For Keeping Medical Records?
The minimum retention period is five years. However, if some states have less than six years of retention period, the healthcare organizations need to retain the information for six years under HIPAA law.
What Happens To Medical Records After 10 Years?
After the retention period is over, the medical records won’t be destroyed instantly. This is because the data has to be transferred to the local health department’s state storage.
How Long Do Hospitals Keep Medical Records In The UK?
In the United Kingdom, medical records have to be kept for eight years after the treatment is completed or the patient’s death.
How To Get Medical Records From 40 Years Ago?
To retrieve medical records from 40 years ago, contact the healthcare provider, the hospital where treatment was provided, or the insurance company for information.
How Long Do Clinics Keep Medical Records?
Clinics, like other healthcare organizations, follow HIPAA and federal regulations when keeping medical records (6 years minimum).
How Long do Hospitals Keep Surgical Records?
Hospitals are usually required to keep surgical records for at least 6 years from the last service date. This requirement complies with federal and state laws as well as HIPAA regulations. However, some state laws may extend the retention period over 6 years as well.
What Is a Digital Health Company?
The digital health companies help design digital care programs to improve healthcare provision and ensure the personalization of medicine.
What Is The Cost Of Developing a Health App?
In the case of a mobile app, the complete costs range up to $425,000, which includes the design, development, support, maintenance, and launch.
About the Author
Ahmed Sufyan Samee
Ahmed Sufyan Samee is a seasoned digital marketer with 3+ years of experience. Specializing in SEO, he excels in optimizing online content and managing display campaigns. His expertise extends to YouTube SEO, enhancing brand visibility and engagement. Sufyan is known for his strategic approach, leveraging PPC and SEO to drive measurable results. Committed to staying ahead in the dynamic digital landscape.
