General Category > General Questions

Paper work/Files

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dfranklin:
Are we required to keep all of our records that we get from providers for billing (ie daysheets, EOB's, Patient Intake forms etc)?  Or can we shred them or return copies back to the doctors office to handle?

If we have to keep records on file what is the best way to organize them?  Would we need to file it by patient within an individual provider.  Or just by providers and group items within each provider like (daysheets, EOB's, and all patient intakes etc)?

Thanks!

Pay_My_Claims:
required.....don't think so, should you?? Yes!! I would keep on file anything you deem necessary in case of an audit. EOB's reports etc...invest in a scanner and data-sticks. I wouldn't do a paper file. Paper accumulates. Technology is fantastic.

PMRNC:
Billing companies must retain their records/source documents for the same time period; 7 years (Federal) as providers. You have to search for your state laws too because if your state's record retention rule is longer you go by that.

As for filing, I was always taught the medical record and billing record should remain separate, the logic for that is if there is an audit the carrier is getting only the information they need pertaining to the audit and privacy is not violated unnecessarily. I filed two ways, first by patient with all EOB's and superbills, later on when I had my providers go to daysheets I filed all daysheets by date and then EOB's were filed by date posted so I could easily find the EOB.  Today a lot of companies are going paperless and there are various companies specializing in that.

Pay_My_Claims:
7 years..isn't that tax records??

PMRNC:
NO NO NO Record Retention Laws are also for Medical Records.
Type in "Federal Medical Record Retention Laws"

Billing companies are treated the same as a provider...they have to keep source documents (anything given to them from the provider for the purpose of billing) for 7 years OR the length of time if their state's law is higher. NJ for example is 10 years.

This is a biggie.. should be in your compliance manual as well as stated in your contracts so that later on the provider is not saying to you "I want my stuff back!"  Absolutely do NOT turn them over.

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