If you’re getting ready to close your Indiana 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 Indiana 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 Indiana 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.
Indiana Medical Records Retention Laws
Indiana Laws for Minors’ Medical Record Retention
Providers:
A provider shall maintain the original health records or microfilms of the records for at least seven (7) years. A provider shall maintain a patient’s x-ray film for at least five (5) years. a provider shall maintain a patient’s original mammogram films and reports concerning the mammogram films in a permanent medical record of the patient for not less than: (1) five (5) years; or (2) if the provider performs no additional mammograms of the patient, ten (10) years; after the date the original mammogram films were taken, Unless a patient requests their records be temporarily or permanently moved.
Indiana Laws for Adults’ Medical Record Retention
Providers
A provider shall maintain the original health records or microfilms of the records for at least seven (7) years. A provider shall maintain a patient’s x-ray film for at least five (5) years. a provider shall maintain a patient’s original mammogram films and reports concerning the mammogram films in a permanent medical record of the patient for not less than: (1) five (5) years; or (2) if the provider performs no additional mammograms of the patient, ten (10) years; after the date the original mammogram films were taken, unless a patient requests their records be temporarily or permanently moved.
Indiana Medical Facility Closure Guidelines
A practitioner, upon his/her retirement, or upon discontinuation of the practice of medicine or osteopathic medicine, or upon leaving or moving from a community, shall notify all of his/her active patients in writing, or by publication once a week for three (3) consecutive weeks in a newspaper of general circulation in the community, that he/she intends to discontinue his/her practice of medicine or osteopathic medicine in the community, and shall encourage his/her patients to seek the services of another practitioner, provided, however, that this section shall not apply to practitioners solely engaged in internship, residency, preceptorship, fellowship, teaching, or other postgraduate medical education or training programs. The practitioner discontinuing his/her practice shall make reasonable arrangements with his/her active patients for the transfer of his/her records, or copies thereof, to the succeeding practitioner, or to a program conducted by a medical society or association approved by the medical licensing board.
For more information, visit the Indiana Administrative Code.
Indiana Medical Record Retention Statutes
If you would like to read the laws in Indiana pertaining to medical record retention yourself, visit this link:
Preparing Medical Records for Custodianship in Indiana
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 Indiana 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 Indiana 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 Indiana, 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 Indiana 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.
