Stay HIPAA Compliant with Medical Record Retention and Removal?
Medical facilities, insurance providers and medical billing companies are tasked with managing medical records from the moment they are created, until they are destroyed. These records are extremely sensitive and those in possession of such documents are governed by the HIPAA Privacy Rule.
Maintaining HIPAA compliance is crucial for medical facilities. They are tasked with protecting the sensitive patient information, which is why they need to know how to stay HIPAA compliant, especially when it comes to the task of shredding medical records. Knowing when, what and how to shred medical records is simply the first step on the path to maintaining HIPAA compliance.
Know When to Shred
It is important to review your state’s medical record laws to determine how long you need to retain certain documents before shredding them. This is entirely state-specific and each will have their own set of laws. The standard time period can range from 2 years to indefinitely, depending on the state you are in and the classification of document.
It’s Not Only Paper Documents
One thing that some medical facilities fail to realize, is that medical records refer to more than just the paper documents containing medical information. X-rays and other electronic records are also a part of the HIPAA retention and removal policies and should be destroyed as such. There is also machinery capable of storing patient information, like CT scanners and EEG Machines. It is critical that these are properly destroyed before you dispose of them.
If You Aren’t Required to Retain It, Shred It
If there are documents that are not subject to retention, they should always be shredded to protect patient’s information. In order to protect your facility from a possible breach, a “shred-all policy” is a good approach to take for files that are used and discarded on a daily basis.
Create a Training Program
When you hire new employees, it is important that they are trained on the processes and procedures that you follow pertaining to medical record retention and removal. Be sure to educate and train employees on proper shredding procedures and have each employee sing a document indicating that they received and understand the training.
Do you need to partner with Datafied to shred documents?
You are well aware of the importance of maintaining HIPAA compliance, especially when it comes to medical record retention and removal. However, with the various guidelines, restrictions and your already full schedule, you might need some help managing the process. At Datafied, we are able to assist with the shredding of old medical records. We are 100% HIPAA compliant ourselves, and can help make sure you stay compliant as well. Give us a call at 800-765-7510 to learn more about what Datafied can do for you.
