General Category > General Questions

Record storage

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DMK:
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:
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.

DMK:
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:
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:
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

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