Author Topic: Record storage  (Read 1361 times)

DMK

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Record storage
« on: January 22, 2013, 11:51:57 AM »
Do you need to keep EOB's older than 7 years if the patient is still currently treating?  I wouldn't purge treatment notes until the patient hasn't been seen for 7 years, but I'm curious about EOB's.  They take up a lot of space!

PMRNC

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Re: Record storage
« Reply #1 on: January 22, 2013, 12:10:01 PM »
EOB's are considered a "source document" so sorry to say yes, you must follow both your state and federal guidelines on record retention laws. If your state is one that requires a LONGER time limit than the federal (7 years, 2 months) you have to follow the state.
Linda Walker
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One Stop Resources, Education and Networking for Medical Billers
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DMK

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Re: Record storage
« Reply #2 on: January 23, 2013, 10:22:18 AM »
Crap.  I have HUGE eob files and the patients still treat.  I guess if they ever subpoena the records though they'll want treatment and billing, and if I don't have the EOB's that match the tx notes I'd possibly have to re-pay the insurance company.

RichardP

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Re: Record storage
« Reply #3 on: January 23, 2013, 11:19:39 AM »
DMK, you can rent storage space for the EOBs.  You don't have to keep them in your office for 7 years.

Also, you could get a document management program and scan them into your computer.  Data storage takes up a lot less space than paper storage.  If your printer doesn't have a scan function, scanners are not very expensive.

PMRNC

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Re: Record storage
« Reply #4 on: January 23, 2013, 11:49:59 AM »
I use both an online storage and offsite storage AND I have a deposit box I put my backup's on once a week. :)   Like Richard said, you can use a scanning image service too to save space. If you do use offsite storage just remember the "limited access" according to HIPAA, your grandmother's basement might not be as compliant as a locked safe in your grandmothers basement or an offsite storage are.. oooh don't forget to pay your bill though or your stuff will end up on storage wars. LOL
Linda Walker
Practice Managers Resource & Networking Community
One Stop Resources, Education and Networking for Medical Billers
www.billerswebsite.com