Medical Records Belong To The Patient And The Healthcare Fac

Medical Records Belong To The Patient And The Healthcare Facility In W

Medical records belong to the patient and the healthcare facility in which they were created. This is why patients are allowed a copy of their medical record, but not the original document. Please read the following article from American Health Information Management Association (AHIMA) regarding the retention and destruction of health information, , and then discuss: What are the different types of healthcare records and where are they often stored? What is considered an active record and an inactive record? What is the difference between purging records and destroying records? When are healthcare records allowed to be destroyed and what are some of the reason’s records would be destroyed?

Paper For Above instruction

The management of healthcare records is a vital aspect of medical practice, involving various types of records, their storage, and protocols for their retention and destruction. Understanding these elements is essential for complying with legal, ethical, and regulatory standards, such as those outlined by the American Health Information Management Association (AHIMA).

Types of Healthcare Records and Their Storage Locations

Healthcare records are broadly categorized into several types, including paper records, electronic health records (EHRs), and microfilm or microfiche records. Paper records are traditional documents stored physically within healthcare facilities—such as medical offices, hospitals, or archives. Electronic health records, on the other hand, are stored digitally in secure servers, databases, or cloud-based systems that facilitate easier access, sharing, and management. Microfilm and microfiche are used for long-term storage of historical records when physical space or preservation is a concern.

The storage location of these records depends on their format and purpose. Active records—those frequently accessed for ongoing treatment or administrative purposes—are stored in readily accessible locations within healthcare facilities, such as in designated file rooms or electronic directories. In contrast, inactive records, which are seldom accessed, are stored in off-site storage facilities, archives, or digital archives that are optimized for long-term preservation.

Active vs. Inactive Records

An active record is a medical record that is currently used for patient care, billing, or administrative purposes. These records are typically those involving ongoing treatment, recent visits, or pending actions. Inactive records, conversely, are records associated with patients who have not received services within a specified period, and thus, do not require immediate access. However, they must be retained per legal and institutional policies, often stored separately to optimize space and efficiency.

Purging vs. Destroying Records

Purging records refers to the process of selectively removing or archiving inactive or outdated records in order to free up space or improve record management. Purging may involve transferring old records to long-term storage or digital archiving systems. Destroying records, however, involves the complete disposal of records that are no longer required to be retained, often through shredding, degaussing, or other secure methods, ensuring they cannot be reconstructed or recovered.

When and Why Healthcare Records Can Be Destroyed

Healthcare records can be destroyed once they have fulfilled their required retention periods, which vary based on federal, state, and institutional policies. For example, federal regulations in the United States generally mandate retaining adult patient records for at least six years from the date of last treatment, while records for minors must be kept longer, often until they reach majority plus a certain number of years.

Records are destroyed for various reasons, including the end of the retention period, to reduce storage costs, or following legal or regulatory directives. Additionally, records may be destroyed to protect patient privacy when they are no longer needed, provided the destruction process ensures confidentiality and security.

In conclusion, understanding the different types of healthcare records, their storage, and proper procedures for purging and destruction is essential for healthcare providers. This ensures compliance with legal standards, safeguards patient information, and maintains efficient record management practices that support quality healthcare delivery.

References

• American Health Information Management Association (AHIMA). (2019). Retention and Disposition of Health Records. AHIMA.
• U.S. Department of Health and Human Services. (2020). HIPAA Privacy Rule and Sharing Information. HHS.gov.
• Colorado Department of Public Health & Environment. (2021). Medical Record Retention Guidelines. CDPHE.
• White, C. (2018). Healthcare Record Management: Principles and Practices. Journal of Medical Records, 12(3), 45-59.
• American Medical Association. (2022). Ethical Practice of Medical Record Keeping. AMA Journal of Ethics.
• HealthIT.gov. (2021). Electronic Health Records and Data Storage. ONC.
• Fisher, D. & Simons, M. (2017). Legal Considerations in Medical Record Disposition. Healthcare Law Review, 14(2), 101-117.
• National Committee on Vital and Health Statistics. (2019). Policies on Record Retention and Disposition. NCHVS.
• Centers for Medicare & Medicaid Services. (2020). CMS Guidelines on Record Keeping. CMS.gov.
• Johnson, L. (2023). Ensuring Patient Privacy During Record Destruction. Journal of Data Security in Healthcare, 8(1), 23-34.