Wardell Orthopaedics, P.C.
Medical Records Retention and Destruction Policy
September 1, 2016
NOTICE OF RECORD RETENTION PRACTICES
In order to better serve our patients, Wardell Orthopaedics, P.C. is transitioning to Electronic Health Records (“EHR”). As part of this process, changes have been made to the record retention policies to allow for minimal retention of paper medical records and charts. This notification is to serve the notice required under Virginia law pursuant to 18 VAC 85-20-26. Should you have any questions regarding your medical records, please ask our staff.
All records will be retained for a minimum of six (6) years from the date of last encounter with patient as required for compliance with applicable state and federal law. Where applicable, certain patient records will be retained for at least ten (10) years in accordance with federal Medicare requirements. Records for minors will be held for the longer of: (i) six (6) years from the date of last medical encounter; or (ii) three (3) years after the patient turns eighteen (18). Any records being retained may be converted into EHR form. Pursuant to Virginia law, any records being destroyed will be either shredded or incinerated to protect the confidentiality of private patient information.
WHAT THIS MEANS FOR OUR PATIENTS:
Records of all new or continuing patients will continue to be held with a goal of all eventually maintaining all records in an EHR format. If you are no longer a patient of Wardell Orthopaedics, your records will be retained for, at minimum, the shortest applicable period under the records retention policy stated above. After the applicable retention time has passed the applicable records will be designated for destruction. We ask that you contact our staff immediately if you would like a copy of your medical record maintained with our office.
This notice is posted on our website: www.wardellortho.com
Effective September 1, 2016/el