If you’re getting ready to close your Hawaii medical practice, it’s important to have a clear understanding of medical record retention laws and that you find a professional medical records custodian that you can trust to fulfill records requests after you retire or move on to a different job. Looking for a trusted medical records custodian in Hawaii can be a challenging task. You need to ensure top quality, accuracy, and trusted service.
Desert River Solutions is a leading medical records custodian that provides electronic medical records extraction and document scanning services for medical and dental practices, hospitals, and related businesses. Our medical record management process and medical record storage facilities are HIPAA compliant. We are medical record management experts who convert paper records to electronic forms and assist with electronic health record (EHR) extraction at large volumes turnaround.
Not sure how to handle Hawaii medical record retention legal requirements after closing your practice? Read on for more information about laws and hiring a custodian of medical records or contact us to learn more today.
Hawaii Medical Records Retention Laws
Hawaii Laws for Minors’ Medical Record Retention
Providers & Hospitals:
The health care provider shall retain medical records in the original or reproduced form for a minimum of seven years after minor reaches the age of majority. The health care provider, or the health care provider’s successor, shall be liable for the preservation of basic information from the medical record for twenty-five years after the last entry, except in the case of minors, whose records shall be retained during the period of minority plus twenty-five years after the minor reaches the age of majority.
Hawaii Laws for Adults’ Medical Record Retention
Providers & Hospitals:
The health care provider shall retain medical records in the original or reproduced form for a minimum of seven years after the last data entry. The health care provider, or the health care provider’s successor, shall be liable for the preservation of basic information from the medical record for twenty-five years after the last entry, except in the case of minors, whose records shall be retained during the period of minority plus twenty-five years after the minor reaches the age of majority.
Hawaii Medical Facility Closure Guidelines
If the health care provider is succeeded by another entity, the burden of compliance with this section shall rest with the successor. Before a provider ceases operations, the provider shall make immediate arrangements, subject to the approval of the department of health, for the retention and preservation of the medical records in keeping with the intent of this section.
Other Laws in Hawaii Related to Medical Record Retention
Records exempt from the retention requirement are: public health mass screening records; pupils’ health records and related school health room records; preschool screening program records; communicable disease reports; and mass testing epidemiological projects and studies records, including consents; topical fluoride application consents; psychological test booklets; laboratory copies of reports, pharmacy copies of prescriptions, patient medication profiles, hospital nutritionists’ special diet orders, and similar records retained separately from the medical record but duplicated within it; public health nurses’ case records that do not contain any physician’s direct notations; social workers’ case records; and diagnostic or evaluative studies for the department of education or other state agencies.
Hawaii Medical Record Retention Statutes
If you would like to read the laws in Hawaii pertaining to medical record retention yourself, visit this link:
Preparing Medical Records for Custodianship in Hawaii
Our medical record custodianship experts provide customized quotes based on your specific needs and the number of patient records or charts you have.
We take patient privacy seriously. Our medical record storage and document scanning solutions are all HIPAA-compliant and we use servers specially encrypted for medical record storage. HIPAA was designed to ensure the confidential handling of health records. All medical records scanning must be done in a manner that is compliant with HIPAA and its privacy regulations.
Because your patient’s records are filled with personal health information (PHI), they must remain private and secure at all times. This is not just a moral obligation to your patients, it’s a legal obligation, and it’s important that you partner with a trusted medical records custodian who can ensure the security of your patients’ record throughout the entire custodianship process.
Medical Record Custodian Process:
- All physical patient files are securely shipped to our facility in Phoenix, Arizona.
- We scan your medical records and digitize if needed, and extract patient files from your EMR to house them ourselves.
- We create a custom records request landing page on our website for your patients.
- You give notice to your patients that we will be the custodian of your medical records, using a template we provide.
- You give notice to the Hawaii state medical board that Desert River Solutions is now your custodian of records.
- All health information requests go through us as your medical record custodian and you no longer have to do anything!
- Patients will be able to sign a request form, send it back securely, and receive any requested medical records in a prompt manner.
Learn More About Desert River Solutions Medical Records Custodian Services for Hawaii Medical Practices
When a healthcare facility or doctor’s office closes, hiring a custodian of medical records company to manage patient records makes it easier for doctors and staff to go on to their next adventure. In Hawaii, medical records must be retained for a minimum of 7 years. Desert River Solutions makes it easy for you to ensure your patients have access to their medical records for the legally required amount of time.
Contact us today to get a no-obligation quote on medical record custodian services for your Hawaii medical practice.
Legal Disclaimer: the information contained in this site is provided for informational purposes only, and should not be construed as legal advice on any subject matter.