Records retention schedule and records management policies are paramount for effective management and compliance of healthcare information!
The primary purpose of a records retention schedule and records management policy is to protect confidential patient and medical information from being retained unnecessarily, by providing guidelines on how long each type of information can be kept, procedures for disposing of medical records when they are no longer required, and in compliance with current laws. Holding onto records for extended periods increases security risks, storage costs, and potential non-compliance with regulations, increasing the chance of fines and sanctions, and ultimately damaging brand reputation. With our support, your healthcare organization can effectively manage records to prioritize patient privacy and safety, as well as compliance with industry regulations.
Build a bespoke records retention schedule in minutes!
Get access to healthcare-specific retention obligations regardless of where you operate.
Make informed decisions about the ideal retention period for your records and easily put it into practice.
Safeguard confidential patient information by securely disposing of protected health information (PHI) when it is no longer needed.
Facilitate the analysis of patient care, enabling healthcare organizations to identify areas for improvement and make informed decisions to enhance the quality of care.
Ensure compliance with laws around the world including HIPAA, Medicaid, Medicare, HITECH, and EMTALA.
Defensible disposal is the goal of managing the information lifecycle in an organization!
To achieve this, it is essential to have a Records Management Program in place with appropriate buy-in and support. With a compliant Records Management/Information Governance Program in place and supporting tools, it is possible to ensure privacy and retention obligations are met, information is protected, and disposal of records is executed when eligible and required.
Storing versus disposing
Confidently decide what to do with your records by making a comprehensive records retention schedule that helps you comply with laws and regulations around the world. Knowing the rules about how long a record should minimally or maximally be stored is crucial. For example, in litigation, having the right information available can be the difference between winning or losing a case.
Minimum retention periods
Get insight into when laws require you to store the records.
Maximum retention periods
Learn when laws require you to delete the records.
Statutory limitations
Gain an in-depth understanding of when it is essential to keep records in view of legal holds.
Why choose filerskeepers?
Gain comprehensive guidance with a free kit
Receive a tailored kit that includes a detailed project plan, use cases, budget indications, and persuasive arguments for implementing effective information governance and records management.
Build a bespoke retention schedule and policies
Let us help you build a personalized retention schedule. Our team will also collaborate with you to provide policies, procedures, and valuable governance advice to support your records management process.
Ensure defensible disposal
We will work closely with your legal and tax teams to develop an inventory of holds. Our expertise can help you create a strategy and process to ensure consistent application and release of holds, facilitating defensible disposal.
Strategic roadmap
Our experts will conduct a thorough scan of your system and records landscape, enabling us to develop a roadmap tailored to your organization’s needs.
Streamline your systems
Following the roadmap, we will initiate the process of cleaning and remedying your systems to ensure that your records are organized, accessible, and compliant.
Empower your stakeholders
We prioritize the training of relevant stakeholders in your organization to help your team confidently navigate compliance requirements and achieve effective records management.
Benefits of Proper Records Retention in Healthcare!
Protected patient privacy
Records retention policies help protect confidential patient information by providing guidelines on how long each type of information can be kept and procedures for disposing of medical records when they are no longer required and in compliance with laws.
Compliance with regulations
Proper records retention ensures compliance with government regulations, including state and federal laws.
Efficient management of records
By following a records retention policy, managing records becomes easier, more organized, and efficient. This leads to quicker access to relevant data and a faster resolution of claims and legal disputes.
Improved patient care
Proper records retention facilitates the analysis of patient care, enabling healthcare organizations to identify areas for improvement and make informed decisions to enhance the quality of care.
Reduced costs
Holding onto records for too long can lead to increased costs such as storage expenses, added costs for legal disputes, and potential non-compliance sanctions.
Enhanced trust assurance
Proper records retention minimizes loss of records, improper disposal, and/or volume of sensitive and confidential information exposed due to a breach that can lead to fines, penalties, and reputational damage, making it easier to establish trust with patients and their families, regulators, and other stakeholders by meeting strict legal and ethical standards.
Comply with HIPAA and more!
The Health Insurance Portability and Accountability Act (HIPAA), a US federal law that governs the privacy and security of protected health information (PHI).
Regarding records management and retention policies, HIPAA requires covered entities (such as healthcare providers, health plans, and healthcare clearinghouses) and their business associates (organizations that handle PHI on behalf of covered entities) to implement reasonable and appropriate administrative, technical, and physical safeguards to protect the confidentiality, integrity, and availability of PHI.
Healthcare organizations must follow both HIPAA requirements and any state-specific laws that apply to them, ensuring that they retain PHI for the required periods.
It is important to note that HIPAA also requires covered entities to develop and implement written policies and procedures for the retention and destruction of PHI. These policies should address how long different types of PHI should be retained and how PHI should be securely disposed of when it is no longer needed.