Bruce,
Do you happen to know which states require the retention of the paper
documents? I hope Colorado is not one of them...if it is, I am not
aware of it nor have I been made aware of it! 10 years is a safe
minimum for the retention of the medical file in general for practices
(non-specialty, non-research) that have Medicaid and Medicare from what
I was taught when I sold EHR.
Anyone with a special knowledge in this area, I would love to hear more.
Laurie Y. Wheat
National Account Manager
D2Xchange, LLC
7100 E. Belleview Ave., Suite 107
Greenwood Village, CO 80111
720-257-6932 (direct)
720-257-6950 (fax)
[log in to unmask]
www.D2Xchange.com
Please consider the environment before printing this e-mail. Better
yet...ask me about document scanning and content management software
systems.
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Bruce White
Sent: Thursday, July 14, 2011 2:02 PM
To: [log in to unmask]
Subject: Re: Scanning an expensive nightmare for many hospitals -
FierceHealthIT
On Thu, Jul 14, 2011 at 3:26 PM, Laurie Wheat <[log in to unmask]>
wrote:
> Hello and thank you for this article. I find this sad but so true
about
> how healthcare organizations are handling the transition to and
adoption
> of EHR/EMR. However, companies (for the most part) that sell these
> systems do not talk with their clients about what to do with the paper
> medical chart when they are discussing the software and then the
client
> is left to decide on their own how to "get" these records into the
> software. We deal with these clients all the time and actually, they
> make up a large part of our business. A large portion of the
physicians
> and OM's don't know the retention laws surrounding medical records
(they
> vary according to specialty and state) and the cost for duplicating
> efforts is astronomical.
Laurie,
In addition to the various retention requirements you mention - health
care providers that service Medicaid patients need to be aware that
some states require them to maintain the paper documents for audit
purposes. My last employer had operations in all 50 states plus DC
and I ended up surveying every one of them. What I found was that at
least 15 states still wanted to see original signatures while another
six or seven more wouldn't commit one way or another. We leaned on
the conservative side and ended up sending them to storage after they
were scanned. I was told by a few state reps that if we couldn't
produce the documents during an audit we might be forced to reimburse
the state.
Bruce White, CRM, PMP
Newtown Square, PA
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