Question

1. Determine how long medical records must be kept in your state (NEW YORK). Remember to include special circumstances such as minors.
2. Research medical record storage options in your state( New York) as well.
3. How can someone properly permanently dispose of a medical record?

Answer 1

HOW LONG MEDICAL RECORDS MUST BE KEPT IN NEWYORK

patient care reports and patient data files, whether electronic or hardcopy must be stored for 6 years or 3 years past the patient reach 18 years whichever is longer

Summary records of the patients given treatment or transferred must be kept for 3 years

All the monthly reports and periodic reports or listings must be retained for 3 years

Reports that contain information on subjects such medical emergencies, types and amounts of supplies must be retained

Reports that contain information regarding billing information - 1year

Records that include information on controlled substances must be stored 5years

Reports on rescue and disaster responses and other specific incidents must be stored for 5 years

Documents on information regarding course instructors must be stored for 5 years

Application for training or certification must be retained for 6 months

Documents on course training and materials must be retained for 7 years

HIPAA policiees and procedures are to be maintained for atleast 6 years

RESEARCHMEDICAL RECORDS STORAGE OPTIONS IN NEWYORK

research medical records are the rich sources of information for tge future. Hence these are to be retained accurately

The storage of research records comes under various provisions of state and federal laws including

NYS department of health regulation

NY Education law

Department of health and human services regulations

Centre for medicare and medicaid services

PERIOD OF STORAGE OF RESEARCH RECORDS DEPENDS ON

requirements

The facility which generated the record

The type of provider who generated the record

Research records shalk be maintained for atleast 7 years after tge termination of the existing research project

or 1year past the youngest human subject attains 21years

Or last date of retrieval of health information from the research records

Research records that met storage/ retention period can be kept beyond the storage period, in case if records,

are active

Have archival value

Related to government program

Needs an internal or external audit

Created before 1910

Related to activities of the HHCACO

required to be kept fir a long period

PROPER AND PERMANENT DISPOSAL OF MEDICAL RECORDS

dumping of too much data files that met retention period and are trivial is an extensive procedure that involves various legal steps. The steps are as follows

1. Complete the front page of HHC application and authorize dispisal of records. The front page is to be completed by the head if the facility / cost center manager

Front page information include schedule item number, schedule section heading, record title, with dates, quantity of records and type of records

2. Review of application : it is to be done by the facility RMO or corporate RMO. they must verify the application for dispoosal and put signature

3. Approval of application by executive management : it should be done by either the execotive director or senior manager

4. Review of application by the corporate RMO before submitting the apllication to the OLA. OLA must evaluate whether the records can be disposed

5. Approval of legal form by the corporate RMO

6. Certification of disposal of records- the individual who witnessed the destruction procedure must certify that the records are properly destroyed.mention the mode of destruction too

7. Permanetr record of disposal activities, must be maintained by the facility RMO s, and central office cist center manager