Records Retention Grid Health Care Organizations 2010 edition
Comments and Disclaimers: This is not an attempt to render legal advice. Legal questions should always be address to a qualified and experience health care lawyer. Always be familiar with the state laws in every state in which you operate. HIPAA privacy and security rules should be reviewed frequently.
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Years 5
6
7
10
Indefinite
Ref
Revenue Cycle EOBs, denials, correspondence Daily receipts and reconciliations Monthly summary reports Patient and payer correspondence Government audit reports Provider Agreements Digital billing records
3 3 3 3 1 1 4
Medical Records
consult legal counsel familiar with your state laws
Payroll
Time cards and associated records Payroll summaries Annual reconcilations Payroll tax returns and correspondence W-2 copies
Personnel
Applications for employment Employee files - regular (after separation) Employee files - health (after separation) Employee contracts (after separation) Unusual incident reports Health insurance (after expiration) Workers compensation records Physician contracts Policies and Procedures (including revisions) Employment litigation OSHA issues Union contracts
1,2
Real Estate Leases (after expiration) Sub-leases Mortgages (after pay-off or refinance) Related correspondence Dispute documentation Easements Major construction projects Zoning paperwork Environmental (anything important) Deeds
1 1
1
Years 5 Accounting
Purchasing paperwork Accounts payable documentation Banking (checks, statements, etc.) Financial Statements Internal monthly reports Major fixed asset paperwork
Insurance
Quotes Correspondence - routine Fire Marshall inspections Litigation files Malpractice policies
Correspond
Governance
General Tax (routine matters) Legal - routine
6
7
10
Indefinite
2 2 1
1 1
2 1
Legal - major issues and litigation Environmental Safety and risk management Product safety (implants, meds) Government regulatory agencies
1
Routine correspondence Dividend records Incorporation documents LLC / Partnership formation documents Minutes Legal correspondence Tax returns Clinical research records
1 1
1 1
1 2 1
Comments and Disclaimers: States may have specific retention requirements, always check. Government contracts may have specific retention requirements. Questions should ALWAYS be referred to qualified legal counsel. In most cases, digital copies are adequate for retention. When a health entity is closed, record retention and access should be addressed, with special attention to state and federal regulations. Paperwork on product safety and environmental matters should be kept indefinitely. Key:
1 2 3 4
consult your legal counsel consult your CPA check current fraud statute of limitation digital records retention, consult legal counsel