Understanding the requirements for retaining and safeguarding medical records is crucial for healthcare providers to comply with HIPAA and CMS regulations. Here’s a concise guide to what you need to know.
Medical Record Retention and Format Requirements
Accurate and secure medical record retention is a key responsibility for healthcare providers. Proper documentation not only supports patient care but also serves as essential legal business records. Here’s a summary of the critical compliance points:
Retention Timeframes:
- HIPAA Requirements: Medicare Fee-For-Service providers must retain
documentation for at least six years from the date of creation or when it was last in
effect, whichever is later. - Cost Reports: CMS requires providers to keep patient records for at least five years
after the cost report’s closure. - Managed Care Providers: Medicare managed care program providers must retain
records for 10 years.
Media Formats:
- CMS does not mandate a specific format for record retention. Records may be stored
in their original form or a legally reproduced format, including electronic or digital
versions. - It’s essential to use a system that safeguards the accuracy, security, and integrity of
all records.
The Role of EHRs:
Electronic Health Records (EHRs) provide a modern approach to improving patient-provider relationships and enhancing record management. Under the HITECH Act, CMS offers incentives for eligible providers who adopt and effectively use EHR systems.
By following these guidelines, healthcare providers can ensure compliance while protecting their patients’ information and legal documentation.
