How Long Should patient data be kept?
Generally most health and care records are kept for eight years after your last treatment.
The minimum retention periods for NHS records are as follows: • Personal health records - 8 years after last attendance. Mental health records - 20 years after no further treatment considered necessary or 8 years after death. when young person was 17, or 8 years after death. Obstetric records - 25 years.
This recommends 15 years as the minimum retention period for adult dental clinical records and that children's records should be retained until the 25th birthday or 26th if the patient was 17 when treatment ended.
Patient information can be stored electronically, in paper records, in natural language and in codes such as SNOMED or other clinical coding.
How long does your health information hang out in a healthcare system's database? The short answer is most likely five to ten years after a patient's last treatment, last discharge or death. That being said, laws vary by state, and the minimum amount of time records are kept isn't uniform across the board.
In most cases it would be reasonable to store research data for 10 years after publication for research projects unless it is a student project where 3 years after publication may be sufficient.
As a rule, registers and supporting documents must be kept for six years after the last taxation year to which they relate.
How long should you keep business documents? In general, company records must be retained for around six years, however, some documentation needs to be kept for 10 years, including companies' statutory books, VAT MOSS records and minutes of board meetings.
It should be noted that the three years is a minimum, and it is a matter of discretion as to how long after that the records should be kept. There is no obligation to destroy the records at the three-year mark. The three-year benchmark will apply under different circumstances.
| RECORD TYPE: | RETENTION PERIODS: |
|---|---|
| Research - Datasets | No longer than 20 years |
| Research – Ethics Committee's documentation for research proposal | 5 years |
| Research – Ethics Committee's minutes and papers | As soon as is practically possible |
How long do you have to keep clinical notes?
NSW, VIC and the ACT
For example, for an adult, the minimum timeframe is seven years from the date of the last entry in the patient's record. For anyone under 18, the minimum timeframe is until that person is 25 years of age.
Minimum recommended GP record retention length
GP records should be retained for 10 years after the death of a patient, and electronic patient records (EPRs) must not be deleted or destroyed for the foreseeable future.
Hardcopy records should be stored in a locked filing cabinet or in a secured dedicated room at the practice, or by a secure storage provider. You must take all reasonable steps to protect the security of your medical records.
How do you maintain patient records? You can use EMR (electronic medical records) system to bring all your patient-related data to a single platform. Along with the patient's medical history, even prescriptions can be maintained electronically at a single platform.
From creation through destruction, patient records must be secure. While in use, electronic records should have a detailed audit trail, and paper records should be securely locked in a room with restricted access. Records stored offsite should be held in certified, climate-controlled facilities.
Healthcare organisations have three main options when it comes to storing their healthcare data: - Onsite data storage. - Public cloud data storage. - Hybrid cloud data storage solution.
The Health Insurance Portability and Accountability Act (HIPAA) requires Covered Entities and Business Associates to maintain required documentation for a minimum of six (6) years from the date of its creation, or the date when it last was in effect, whichever is later.
Overview: On-premise data storage means that healthcare data is stored in the healthcare organization's own on-site data center. Healthcare organizations frequently gravitate towards on-premise data storage, as it allows for full control over the data storage environment.
You must be able to produce receipts, invoices, canceled checks or bank records that support all expense items. You should also keep sales slips, invoices or bank records to support all income items. These records should be retained for at least 10 years after they have expired.
California practitioners must retain certain medical records for at least 10 years. New York practitioners must keep all medical records on file for at least six years.
When should data be destroyed?
Any records that contain confidential information that should not be seen by others should be securely destroyed. Leaving hard copies lying around, sending an electronic document to your trash, or filing it away in an old folder can put you at risk if it's not destroyed.
Records are important because they allow links to be made between exposure and any health effects. Health records, or a copy, should be kept in a suitable form for at least 40 years from the date of last entry because often there is a long period between exposure and onset of ill health.
- Shred confidential records such as research data, student folders, personnel records, and financial records that have account numbers listed.
- Recycle records that are not confidential and do not contain personal/financial identifying information.
- Delete electronic records that are not archival.
Federal law allows medical providers to destroy medical records after six years but some states require a longer retention period. If the medical records pertain to a child, you may be required to retain them for more than 10 years.
The records form a permanent account of a patient's illness. Their clarity and accuracy is paramount for effective communication between healthcare professionals and patients. The maintenance of good medical records ensures that a patient's assessed needs are met comprehensively.