Medical Record Retention

Records retention is a challenging issue, as there is no single federal or state law which universally establishes how long medical records must be maintained in every case. Instead, a practice must try to piece together a patchwork of statutes, regulations, case law, and State Medical Board position statements.  

The retention of medical records serves several key purposes:

• Providing patients with access to their personal information
• Protecting the pediatrician in case a legal claim is made in the future
• Complying with federal and state regulations

Retention Periods

At a minimum, pediatric medical records should be retained for 10 years or the age of majority plus the applicable state statute of limitations (time to file a lawsuit), whichever is longer. In some states, the statute of limitations does not start until the patient turns 18. For instance, in a state with a two-year statute of limitations, a malpractice case related to newborn care could be filed 20 years after delivery, meaning newborn records need to be kept at least 20 years. 

Additionally, depending on the circumstances, medical record retention may be dictated by the following:

• State laws
• Federal regulation
• Accreditation bodies such as the Joint Commission
• Medical liability insurers 

If a lawsuit is filed and the medical records have been destroyed, defending the care provided becomes much more difficult. For that reason, pediatricians should retain medical records for at least as long as there is a possibility of a malpractice claim and consult their malpractice insurers to make sure patient records are retained according to minimum retention guidelines.

Record Storage

As electronic health records (EHRs) become more universal, the problem should be alleviated since electronic data storage is relatively inexpensive and accessible. However, practices still using paper records are in a confusing, expensive situation where cumbersome paper records must be stored for long periods of time. 

If a practice is closing and has paper medical records, there are various options for storage:

• Paying for storage at a neighboring medical office
• Using a secure document storage facility
• Asking a colleague still practicing in the community to serve as custodian of the records

When a practice closes and medical records are transferred, patients should be notified that they may designate a physician or another provider who can receive a copy of the records. If a patient does not designate a physician, records may be transferred to a custodian such as a physician or a commercial medical record storage firm. 

Custodial arrangements for retaining records are usually entered into for a fee and should be in writing. A written custodial agreement should guarantee future access to the records for both the physician and patients and should include some key elements: 

• The time period for retention.
• No one can access the information contained in the medical records without a signed release from the patient or a properly executed subpoena or court order.
• The original physician or physician's personal representative will be notified of any change of the custodian's address or phone number.
• Terms apply to all persons in the custodian's employment and facility.
• Copies of medical records will be released to a person designated by the patient only with the patient's written request.
• The custodian will comply with state and federal laws governing medical record confidentiality, access, disclosure and charges for copies of the records.
• Agreed-upon fees for maintaining the records.
• Any personal practice decisions made by a custodian (retirement, selling, or moving) are clearly addressed to ensure the safety of and continued access to the records by the original physician, the physician's personal representative or the patient. 

Record Destruction

If a pediatrician chooses to destroy clinical records after the required period of time, confidentiality must not be compromised. There are record destruction services that guarantee records are properly destroyed. Click here to learn more about the destruction of protected health information.

Record Retention Policies

Every medical practice should create a policy on record retention, based primarily on medical considerations and continuity of care. Pediatricians should check with their medical liability insurers and legal representatives prior to finalizing a record retention policy. Some practices provide this policy to new patients as part of their "introduction to the practice" materials. When patients are informed in advance about how their medical records will be handled, there is substantially less likelihood of a complaint to the Medical Board if or when pediatricians close their practices. 

Disclaimer: The recommendations in this publication do not indicate an exclusive course of treatment or serve as a standard of medical care. Variations, taking into account individual circumstances, may be appropriate. This content is for informational purposes only. It is not intended to constitute financial or legal advice. A financial advisor or attorney should be consulted if financial or legal advice is desired.