COMPLETED BOARD ORDER�")$�15
Before the Board of Supervisors in and for the
County of Monterey, State of California
a. Approve Inter Departmental Policy IDP) 6:2500
Records, Retention, Destruction and Storage; and
b. Authorize the Chief Executive Officer CEO) of
Natividad Medical Center to destroy records held at
Natividad Medical Center according to IDP 6:2500.
Upon motion of Supervisor Parker, seconded by Supervisor Salinas, and carried by those
members present, effective July 21, 2009, the Board hereby:
a. Approved Inter Departmental Policy IDP) 6:2500 Records, Retention, Destruction and
Storage; and
b. Authorized the Chief Executive Officer CEO) of Natividad Medical Center to destroy
records held at Natividad Medical Center according to IDP 6:2500.
PASSED AND ADOPTED this 21St day of July, 2009, by the following vote, to wit:
AYES: Supervisors Armenta, Salinas, Calcagno, Parker
NOES: None
ABSENT: Supervisor Potter
I, Gail T. Borkowski, Clerk of the Board of Supervisors of the County of Monterey, State of California, hereby
certify that the foregoing is a true copy of an original order of said Board of Supervisors duly made and entered in
the minutes thereof of Minute Book 75 for the meeting on July 21, 2009.
Dated: July 22, 2009 Gail T. Borkowski, Clerk of the Board of Supervisors
County of Monterey, State of California
By
Deputy
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SIGNED BOARD REPORTX��")&�MONTEREY COUNTY BOARD OF SUPERVISORS
MEETING: July 21, 2009 AGENDA NO.: 15
SUBJECT: a) Approve Interdisciplinary Policy IDP) 6:2500 Records, Retention
Destruction and Storage and;
b) Authorize the Chief Executive Officer CEO) of Natividad Medical
Center to destroy records held at Natividad Medical Center according
to IDP 6:2500.
DEPARTMENT: Natividad Medical Center
RECOMMENDATION:
It is recommended that the Board of Supervisors;
a) Approve Interdisciplinary Policy IDP) 6:2500 Records, Retention, Destruction and Storage
and;
b) Authorize the Chief Executive Officer CEO) of Natividad Medical Center to destroy records
held at Natividad Medical Center according to IDP 6:2500.
SUMMARY:
NMC record retention schedules are designed to incorporate pertinent state and federal
requirements, frequency of use needs, space constraints, department responsibilities and, if
applicable, research or historical use requirements. The California Hospital Association CHA)
provides guidelines for record retention.
The authorization and order is for the Hospital CEO to authorize NMC to destroy records
according to the IDP 6:2500 and to discharge the CEO and NMC employees from further
custody of those records.
DISCUSSION:
It is necessary to destroy records on an ongoing basis in order to provide more storage space, and
to comply with the Natividad Records Destruction Policy No. IDP 6:2500. Destruction of
medical records is in compliance with California Government Code 26202 records more than
two years old) and Title 22, California Code of Regulations, 70751 c) general acute care
hospitals), 71551 c) acute psychiatric hospitals), and 73543 a) intermediate care facilities) for
records more than 7 years old for adults and emancipated minors and for at least 1 year after the
patient has attained the age of 18, but in no event less than 7 years following discharge for
unemancipated minors. However, for legal purposes, NMC follows the more stringent CHA
recommendations for both business and medical record destruction schedules.
Upon the Board's authorization, the Hospital CEO will authorize NMC to destroy records in
accordance with IDP 6:2500.
OTHER AGENCY INVOLVEMENT:
IDP 6:2500 has been reviewed and approved by County Counsel and the Natividad Medical
Center Board of Trustees.
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SIGNED BOARD REPORTX��")&�FINANCING:
There is no cost to Natividad Medical Center associated with the destruction of records.
Prepared by: Sandy Losik, Medical Records Director Approved by:
June 8, 2009, 2009
Attachments: IDP 6:2500, Board Order Harry Weis, CEO
Natividad Medical Center
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IDP STANDARD 6:2500X��"))
�Natividad MEDICAL CENTER
Interdisciplinary Policy/Procedure
TITLE: RECORDS RETENTION, NUMBER: 6:2500
DESTRUCTION & STORAGE
Effective: 3/02
Revised/Reviewed: 6/05, 1/08, 10/08
JC Approval: 10/08
BOT Approval: 11/08
STANDARD: Approvals Date
Functional Team 9/08
#6 Med Exec 10/08
Management of Financial and Patient
information Originator: Manager, Health Information Mgmt.
PURPOSE
To assure proper retention, destruction and storage of various types of hospital records related to
Natividad Medical Center NMC)
POLICY
NMC record retention schedules are designed to incorporate pertinent state and federal
requirements, frequency of use needs, space constraints, department responsibilities and, if
applicable, research or historical use requirements. The California Hospital Association CHA)
provides guidelines for record retention. Copies are kept in the Health Information Management
HIM) and Administration Departments. The CHA guidelines set forth in Appendix A are not all-
inclusive. Any questions regarding a specific: area/record should be directed to the administrator
responsible for that area. Records pertaining to actual or potential litigation or regulatory activities
should be retained until the Office of the County Counsel recommends they be destroyed.
Final 10/08 Page 1 of 12
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IDP STANDARD 6:2500X��"))
�IDP Standard 6:2500
PROCEDURE
1. Storage-
A. The hospital Facilities Department has the responsibility to secure on-site storage for
departmental records requirements. It is the responsibility of the department storing records
to record, track and maintain the material in a secure manner.
B. Each hospital Department manager is responsible for arranging for the long-term storage
of documents. through the County Records and Retention department, using their approved
forms. It is the responsibility of HIM to insure that the storage provider follows necessary
procedures to meet'the hospital patient confidentiality and security requirements. Off site
storage utilization must have the approval of the Chief Executive Officer or his designee.
C. Boxes placed in onsite or offsite storage must be identified with the following: Hospital
Department Name, contents of the box, and Date range where applicable), destruction date
of month, day and year.
II. Destruction
A. Documents containing patient name, demographics, and account number, should not be
disposed of in general trash or recycle receptacles, but placed in security/shred bins.
Documents needed for normal daily use must be stored consistent with all applicable
guidelines and best practices to insure the confidentiality of patient information.
B. At least annually, each hospital department manager should identify their departmental
records to be destroyed within these,policies' guidelines. The list should be sent to their
Hospital Administrator for approval. Contact the County Records and Retention department
for shredding services.
C. Outside storage vendors may destroy records if they have signed a BAA agreement, the
hospital department manager has identified their department's records to be destroyed, the list
has been sent to the Chief Executive Officer or his designee who has given his or her
approval to destroy the records on the list, and if the storage vendor provides a written list of
records they have destroyed to the hospital department manager.
Final 10/08 Page 2 of 12
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IDP STANDARD 6:2500X��"))
�IDP Standard 6:2500
M. Electronic records
A. Records, including medical records stored electronically by scanning paper based records
ensure the safety and integrity of those records at least to the extent of hard copy records.
B. To ensure the safety and integrity of all electronic media used to store records, including
medical records, any storage facility utilizes:
1. A backup storage system
2. An image mechanism that is able to copy signature documents, and
3. A mechanism to ensure that once a record is input, it is unalterable.
C. Original hard copies of records, including medical records may be destroyed after three
months once the record has been electronically stored and accuracy check protocols verify
the data is a representation of the original document, pursuant to Title 22, California Code of
Regulations, Section 70751, and California Health and Safety Code Section 123149. The
printout of the computerized version shall be considered the original for the purposes of
providing copies to patients, the Division of Licensing and Certification of the state Department
of Health Services, for introduction into evidence in administrative and court proceedings, and
for any other entity entitled to request copies of the medical record.
D. Access to electronically stored records will be made available to the Division of Licensing
and Certification of the state Department of Health Services staff promptly, upon request.
E. The facility has developed and implemented policies and procedures to include safeguards
for confidentiality and unauthorized access to electronically stored medical records,
authentication by signature keys and systems maintenance.
Final 10/08 Page 3 of 12
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�IDP Standard 6:2500
N. The hospital department listed below is designated as the primary responsible party for the
retention and destruction of records, with the corresponding list of records and their retention period.
The third column references applicable regulations or statutes. If there is no reference, it is a CHA
recommendation.
v. ACCOUNTING/PAYROLL
Audit reports 7 years
Bank deposits 6 years
Bank statements 6 years
Budgets 6 years
Cash receipts 6 years
Cashiers' tapes from bookkeeping machines 2 years
Checks-cancelled
Payroll 6 years
Taxes, capital, purchases, important Permanent
contracts
Other 7 years
Check registers 6 years
Disbursements-unclaimed/returned 3 years Code of Civ. Proc. 1513.
Equipment depreciation records Permanent/life of
equipment, plus 6
years
Income-daily summary 6 years
Income tax returns Permanent
Invoices Permanent/life of
Fixed assets equipment, plus 6
years
Accounts receivable/payable 6 years
Journals general 6 years
Ledgers general 6 years
Payroll records, including: Permanent Fair Labor Standards Act, Equal Pay Act,
Hours worked Age Discrimination in Employment Act,
Leaves of absence Title VII of the Civil Rights Act, Americans
Overtime, vacation and sick leave with Disabilities Act, California, Fair
entries Employment & housing Act, California
Time cards Unemployment Insurance Code and
Wage rates and wages paid ERISA See also Labor Code 226(a). As
Wage statements, itemized 22 C.C.R. 51502.1 and 51476.
Purchase orders 6 years
Social Security reports 4 years, after taxes 26 C.F.R. 31.6001-1.
are paid
Unemployment tax records 4 years 22 C.C.R. 1085-2.
Vouchers Permanent/life of
Capital expenditure item, plus 6 years
Cash 6 years
Other checks 7 years
Withholding tax-exemption certificates W-4 4 years 26 C.F.R. 31.6001-1.
forms)
itholding tax statements W-2 forms) 4 years after taxes 26 C.F.R. 31.6001-1.
are paid
Final 10/08 Page 4 of 12
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�IDP Standard 6:2500
vi. ADMINISTRATION
Appraisal reports Permanent
Census daily) 6 years
Corporate Record, including: Articles of
Incorporation; bylaws of the governing body;
minutes of meeting of the board of directors,
executive committee. Permanent 22 C.C.R. 70733, 71531, 77127 and
79337.
Correspondence 6 years 45 C.F.R 164.530 1
Deeds or titles to property Permanent
Department Reports 6 years
HIPAA privacy-related documents 6 years 45 C.F.R. 1'64.530 1
Insurance policies, current and expired Permanent
Leases Life of lease, plus 6
years
Statistics on admissions and services Permanent Many daily and monthly reports can be
destroyed after year-end statistics are
compiled.
viii. ADMITTING
Admission and discharge reports 6 years Annual compilations should be retained
permanently.
Statistics on admissions and services Permanent Many daily and monthly reports can be
destroyed after year-end statistics are
compiled.
vm. ALL GENERAL DEPARTMENTS
Departmental correspondence, memos, Individual departments may wish to keep
departmental minutes 2 years copies of the original records, which are
kept at the administrative offices. The
department should keep duplicate records
only as long as the records are used on a
regular basis.
In-service training records 6 years 22 C.C.R. 702730), 71243 and 73335.
Policy and procedure manuals 6 years 22 C.C.R.�� 70733, 71531 and 77127. 45
C.F.R. 164.5300)(1)
Statistics and reports 6 years
Ix. CONTRACTS AND PURCHASING
Contracts Life of contract, plus
6 years unless
contract specifies
longer retention) 42 C.F.R. 420.302(b). 45 C.F.R.
164.530(j)(1)
Packing slips 3 months
Purchase orders 2 years
Purchase requisitions 2 years
Receiving reports 2 years
Returned goods credits 2 years
x. DIETARY
Bacteriological testing of ice 2 years
Dietetic service personnel number of) 2 ears 22 C.C.R. 70275 and 71245.
Food costs 3 ears
Final 10/08 Page 5 of 12
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Food purchased 3 years 22 C.C.R. 70273(g)(6), 71243(g)(6),
72341(h) and 73333(g).
Meal counts 2 years
Menus 3 months 22 C.C.R. 70273(g)(5), 71243(g)(5),
72341 and 73333(f),
xi. ENGINEERING
Construction projects Permanent
Hazard communication records pesticides) 5 years 3 C.C.R. 6723 and 6724.
Inspection reports by local, state or federal
agents 6 years 22 C.C.R 70733, 71534, 73515, 77127 and
79337.
Permits Life of permit, plus 6
years
Air filter maintenance records Life of air filter, plus 6
years 22 C.C.R. 70839(b), 71643(b), 72639(b)
and 736374(b).
Blueprints of buildings Permanent
Calibration records 6 years 22 C.C.R. 70837 and 71641.
Emergency generator records: inspection,
performance, exercising period and repairs Life generator, plus 6
years 22 C.C.R. 70841(e), 71645(e), 72641(f) and
73639(f).
Equipment operating instructions Life of equipment,
plus 6 years
Equipment records Life of equipment,
plus 6 years
Equipment records on inspection and
maintenance 6 years
Inspection reports of grounds and buildings I year
Maintenance logs heating, air conditioning,
ventilation) 3 years 22 C.C.R. 70837(d), 71641(d), 72655(b),
73653(b) and 77155(b).
Thermometers charts and monthly
bacteriology tests for autoclaves and
sterilizers 3 years 22 C.C.R. 70833, 71637, 72619 and 73677.
Watchman clock dials 2 years
Work orders 2 years
xu. FINANCE
Audit reports
I Financial reports
xm. FOUNDATION
Permanent
Permanent
Endowments, trusts, requests re ests
Permanent
Health and Human Services Permanent
Health and Human grants
Services grants 3
3 years ears 45 C.F.R. R� 74.53.
45 F
74.53.
xiv. HOUSEKEEPING
Checkout, transfer, isolation records 2 years
Cleaning records, policies and procedures 2 years
Exterminator records 6 years
xv. HUMAN RESOURCES
Accident or incident reports 10 years
Applications-employees, permanent and
temporary, and non-employees 2 years after date of
personnel action 29 C.F.R. 1602.14, 1602.20, 1602.21
and 1627.3(b). Gov. Code 12946.
Collective bargaining agreements Permanent 29 C.F.R. 516.6.
Final 10/08 Page 6 of 12
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Employee health medical) records: 6 years 22 C.C.R. 70723, 71523, 12535, 73525,
Employees not subject to OSHA 74723, 75051, 77121 and 79331.
regulations
Employees subject to OSHA Duration of employment
regulations plus 30 years 29 C.F.R. 1910.1020(d) i), and
1910.1030(h). 8 C.C.R. 3204(c) 5) and
3204(d) 1
Employee personnel records, including 6 years after termination 22 C.C.R. 70725, 71525, 72533, 73527,
acknowledgement of child abuse and neglect of employment 75052, 77119, 79333 and 87866. See also
reporting requirement and elder and Penal Code 11166.5 and Welfare and
dependent adult abuse reporting Institutions Code 15659.
requirement.
Equal Pay Act records 2 years 29 C.F.R. 516.6.
Exposure records-OSHA Duration of employment See 29 C.F.R. 1020(c)(5) for a
plus 30 years with limited definition of exposure records.
exce tions
Garnishment records 7 years
Hazardous waste training records 6 years after termination 22 C.C.R. 6626516.
of employment
Job classifications 6 years
Labor/management reporting records 5 years after filing report
Labor/management collective bargaining 5 years from last effective 29 C.F.R. 516.5.
agreements, including: date
Related documents.
Certificates
Notices
Memoranda
Related written agreements
OSHA logs, summaries and reports; OSHA 6 years 29 C.F.R. 1904.33.
form 300 Lo /301 Incident Reports
Overtime reports 5 years
Pension records Permanent See box immediately above.
Personnel records for employees and 2 years after date of 29 C.F.R. 1602.14, 1627.3.
applicants required by Title VII of the Civil employment action
Rights Act, the Americans with Disabilities
Act and the Age Discrimination in
Employment Act.
Pesticide training program records 2 years 3 C.C.R: 6724.
Volunteer personnel records 6 years after termination
of volunteer status
W-2, W-4 forms 4 years 26 C.F.R. 31.6001-1.
Workers' compensation documents 6 years
Workers' compensation records, self-insured Claim files must be kept 8 C.C.R. 15400.2.
claims files and claims logs. for 5 years from date of
injury or date on which
last compensation benefit
paid. Must keep
indefinitely if open future
medical benefits due may
be microfilmed after 2
years).
XVI.
LABORATORY AND IMAGING RECORDS
Blood and blood-products testing
records 10 years- adults
25 years minors 21 C.F.R. 606.160, 42 C.F.R. 493.1107 and 493.1109.
Blood donor histories and 10 years-adults 21 C.F.R. 606.160.
Final 10/08 Page 7 of 12
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pertinent records 25 years-mi
Blood transfusion records 10 years adults 42 C.F.R. 493.1107 and 493.1109.
25 years minors
Cytology reports 10 years 17 C.C.R. 1050.
Cytology slides and cell blocks 5 years 17 C.C.R. 1050 and 42 C.F.R 493.1257(g).
Electrocardiograms 10 years-adults Retain only those portions that are specifically selected by
Electroencephalograms 25 years-minors the physician to accompany the report in the patient's
Electrom o rams medical record.
Equipment inspection, validation, 6 years Business & Professions Code 1265; 17 C.C.R. 1050.
calibration, repair and
replacement records
Errors in test results 3 years Business & Professions Code & 1265; 42 C.F.R.
493.1219(d) 3).
Fetal heart monitor strips 25 years Retain only those portions that are specifically selected by
the physician to accompany the report in the patient's
medical record.
Histopathology 10 years 42 C.F.R. 493.1109 and 493.1259(b)
Immunohematology records and 6 years 42 C.F.R. 493.1109.
reports
Mammography films and reports 10 years-adults 42 U.S.C. 263b(f)(1)(G)(i);21 C.F.R. 900.12(b).
25 years-minors
Mammography personnel 6 years after Mammography Quality Standards Act personnel
records termination of requirements. 21 C.F.R. 900.12(a).
employ ment
Mammography quality assurance 6 years 21 C.F.R. 900.12(d).
records
Pathology reports and slides 10 years-adults 17 C.C.R. 1050,42 C.F.R. 493.1109.
25 years minors
Patients specimen testing 6 years Business & Professions Code 1265; 42 C.F.R. 493.1
records including personnel 107.
performing the test and, if
applicable, instrument printouts)
Procedures manuals; method of 6 years Business & Professions Code 1265; 17 C.C.R. 1050.
validation
Quality control reports 6 years Business & Professions Code 1265. Quality control
records for blood and blood products must be kept at least 5
years after expiration date, whichever ever is later. 42 C.F.R.
493.1221(a). Records of histologic or clinical confirmation of
cytologic findings on abnormal cases and false negative and
false positive results for each category of specimens when such
results are made available) must be kept 10 years. 17 C.C.R.
1050.
Radioisotopes-receipt, transfer, Permanent 10 C.F.R. 30.51.
use, storage delivery, disposal
and reports fo overexposure
Registers of test-logbooks 10 years
chronological)
Requests for tests 3 years Must be kept at least 3 years. Business & Professions
Code 1265; 42 C.F.R. 493.1105.
Research papers ubliched. Permanent
Final 10/08 Page 8 of 12
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xvII. LABORATORY AND IMAGING RECORDS
Specimen records 6 years Must be kept at least 3 years. Business & Professions
Code 1265; 17 C.C.R. 1050.
Test reports not otherwise 10 years Reports must be kept at least 3 years. Business &
specifically mentioned, final and Professions Code 1265; 42 C.F.R. 493.1109 and 17
preliminary C.C.R. 1050.
Video records of diagnostic tests 10 years-adults Retain only those portions that are specifically selected by
e.g., arthroscopies) 25 years-minors the physician to accompany the report in the patient's
medical record.
X-ray films 10 years-adults X-ray films should be retained for time prescribed for
25 years-minors retention of medical records.
Anatomical gift Permanent Health and Safety Code 7151.5(d)
Birth room record Permanent
Cancer registry files Permanent
Emergency department reports 10 years
Index to patients' medical 10 years-adults
records/card files 25 ears-minors
xvf. MEDICAL RECORDS
Patient medical records, including: 10 years-adults Business and Professions Code 2620.7;
Admission records 25 years-minors Health and Safety Code 1234145, 22 C.C.R.
Autopsy reports(and consents for 70751(c)
71551(c)
72543(a)
73543(a)
74731(d)
autopsy)
75055(a), 75343(a), 77143(c) and 79351(a).
Consent forms
Condition of Admissions Welf. & Inst. Code 14124.1.
Consultation reports Health and Safety Code 11191.
Emergency Department Records 10 years
Labor and delivery records
Laboratory notes
Nurses' notes
Patholigists' reports
Patient histories
Patient identification information
Physical examinations
Physical therapy notes
Physician's orders
Progress notes
Reports of all other`tests EKG, EEG
etc.
Summary or final diagnoses
Surgical records, complete with:
Anesthetic records
Findings
Operative procedures
Postoperative diagnoses
Tissue diagnoses
Temperature charts
Vital sign sheets
X-ray reports
Transfer records
Psychiatric reports to state health department 6 y ears
Social service confidential case histories 5 years
Final 10/08 Page 9 of 12
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xix. MEDICAL STAFF
Bylaws of the medical staff; minutes of Permanent 22 C.C.R. 70733, 71531, 77127 and 79337.
meetings of the medical staff
Communicable disease reports to state 3 years
and local health departments
Continuing education record Permanent
Incident reports 10 years
Infection control committee, minutes 6 years 22 C.C.R. 70733 and 71531.
and reports of
License or certificates Life of license or
certificate, plus 6
years
Medical device reports MDR) and 6 years 21 C.F.R. 803.18(c).
records of MDR reportable events
Medical device reports MDR) and 6 years 21 C.F.R. 821.60.
records of MDR reportable events
Reports of unusual occurrences 2 years, longer if 22 C.C.R. 70733 and 71531.
continuing interest
Survey reports JCAHO, etc.) 6 years
Allied health professional files, non- Permanent
employee
Medical staff applications, rejected Permanent
Medical staff committee records, Permanent 22 C.C.R. 70703, 70733, 71503, 71531, 79303
including minutes, reports and other and 79337.
records
Medical staff credentialing files Permanent
On-call lists 5 years 42 C.F.R. 489.20(r)
Reports of unusual occurrences 2 years, longer if Must be kept at least 2 years. 22 C.C.R.
continuing interest 70733 and 71531.
Resident, interns and fellows records Permanent
Survey reports JCAHO, etc) 6 years
xx. NUCLEAR MEDICINE
Calibration records 3 years
Exposure records Permanent
Film body records 6 ears
Interpretations, consultations, and
procedures reports 6 years 42 C.F.R. 482.53
Radiation dose records Permanent
Receipt and disposition of
radio pharmaceuticals 6 years 42 C.F.R. 482.53
Reports of overexposure Permanent 10 C.F.R. 30.51.
Utilization records 6 years
xxi. NURSING
Birth room record Permanent
Continuing education record Permanent
Deceased patients' property 5 years Probate Code 330.
Emergency department logs 5 years 42 C.F.R. 489.20�. See also Health and Safety
Code� 1317.4(a).
Emergency department transfer
records 5 years 42 C.F.R. 489.20(r). See also Health and Safety
Code 1317.4(a).
Minutes of meetings 6 years
Final 10/08 Page 10 of 12
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xxII. NURSING
Nursing education and training records 6 years
Patients cash and valuables receipts 2 years
Patients cash and valuables receipts 2 yea s
Policies and procedures 6 years after revision
Private duty name files 6 years after last use
Staffing patterns, including
methodology used 6 years 22 C.C.R. 70217(b) 4) and 71213(i).
Surgery
Register of operations
O eratin room logs 10 years 22 C.C.R. 70223(f).
Transfer patients: medical and other"
records related to patient transfers to or
from the hospital 5 years 42 U.S.C. 1395cc(a)(1)(I)(ii).
xxf. PATIENT FINANCIAL SERVICES
Charge slips to patients 6 years
Claims and charges to patients, fiscal 6 years 22 C.C.R. 51502.1 and 51476.
intermediaries, third party payers, etc.
Correspondence 6 years
General 6 years
Credits and collections 6 years
Insurance
Medicare cost report records 5 years after the The records that must be retained are:
month that the 1. Billing material: hospital copies of claim
Medicare cost report forms, supporting documents and forms e.g.,
is filed with the charge slips, daily patient census records, and
intermediary other business and accounting records referring
to specific claims.)
2. Cost report material: all data necessary to
support the accuracy of entries on annual cost
reports including original invoices, cancelled
checks, hospital copies of material used in
preparing annual cost reports, and other similar
cost items, schedules and related worksheets,
and contracts or records of dealings with outside
sources of medical supplies and services or with
related organizations.
3. Medical record material: utilization review
committee reports, physician agreements on
which Part A and Part B allocations are based.
Hospital Manual, HIM- 10, 413; Skilled Nursing
Facili Manual HIM-12; 556
Patients accounts 6 years
Welfare agency records 7 ears
Final 10/08 Page 11 of 12
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xxiv. PHARMACEUTICAL
Alcohol tax-free) inventory and others 6 years 27 C.F.R. 22.164.
Controlled substances dispensed 3 years 21 C.F.R. 1304.04 and 1304.22
Inspection reports by pharmacist of
emergency drug supplies 3 years 22 C.C.R. 70263(f) and 71233(f).
Methadone dispensing-record drug
dispensed for each patient. 3 years 21 C.F.R. 291.505(d)(13)(ii)
Narcotics inventory 3 years 21 C.F.R. 1304.04(a).
Prescriptions 3 years 21 C.F.R. 1304.04(h).
Recall records 2 years
Records of sale, acquisition and
disposition of drugs 4 years Professions Code 4081 and 4333. Must be kept
on the licensed premises unless a written waiver is
granted by the Board of Pharmacy. See 16 C.C.R.
1707.
xxv. PUBLIC RELATIONS
Clippings historical Permanent
Contributors records Permanent
Permission to release
information/photographs 7 years
Photographs-institutional Permanent
Press releases 2 years
Publication in-house) Permanent
Reprinted with permission from the California Hospital Association
REFERENCES:
California Healthcare Association, Records Retention Guide for all Health Care Providers,
Seventh Edition, September 2002, Sacramento, CA
Final 10/08 Page 12 of 12
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