ASSIGNMENT:

You are the HIM Manager for a five-facility health care organization, which includes three acute care hospitals, one in each state (Ohio, Kentucky, Indiana) and two long-term care facilities (including comprehensive and residential care), one in Indiana and one in Kentucky. You have been asked by the organizations legal counsel to develop a record retention schedule for the organization.

The first step is to gather information regarding the various federal, state, and professional practice guidelines, and accreditation standards that pertain to record retention/destruction.

Use the table posted to collect this information and complete the table.

Once you have completed the table, make your recommendations for record retention and destruction by answering the questions listed beneath the table. Your recommendations should cover all three states requirements. In other words, you should have ONE retention recommendation for each question which will ensure that requirements for all three states are met. Assume that your organization has very limited space and a very tight budget for record storage.

You are answering the questions for the states of Ohio, Kentucky, and Indiana ONLY.

******See completed table below to answer the three questions below********

HIM 105 RECORD RETENTION TABLE

	OHIO	KENTUCKY	INDIANA
AHIMA Recommendation: Health records of adults AHIMA: 10 years after most recent encounter or discharge.	6 Years from most recent encounter or discharge	6 years from most recent encounter or discharge	7 years from most recent encounter or discharge
AHIMA Recommendation: Health records of minors AHIMA: 10 years after reaching the age of majority.	6 years from most recent discharge or 3 years after reaching age of majority (whichever is the longest.)	6 years from most recent discharge or 3 years after reaching age of majority (whichever is the longest.)	7 years from most recent encounter or discharge
The Joint Commission Hospital Health Records: Joint Commission: Hospital retains records for time frame determined by hospital policy and/or how records are being used.	6 years from most recent discharge or 3 years after reaching age of majority (whichever is the longest.)	6 years from most recent discharge or 3 years after reaching age of majority (whichever is the longest.)	7 years from most recent encounter or discharge
The Joint Commission Long Term Care Health Records Joint Commission: Refer to state laws, OR 5 years from most recent discharge for adults, 3 years after reaching age of majority for minors.	6 years from most recent discharge or 3 years after reaching age of majority (whichever is the longest.)	6 years from most recent discharge or 3 years after reaching age of majority (whichever is the longest.)	7 years from most recent encounter or discharge
Federal Requirements: Hospital Health Records Federal Law: 5 years from most recent discharge. Critical Access Hospitals must retain for 6 years from last entry or if needed for legal proceedings.)	5 years from most recent discharge. Critical Access Hospitals must retain for 6 years from last entry or if needed for legal proceedings.)	5 years from most recent discharge. Critical Access Hospitals must retain for 6 years from last entry or if needed for legal proceedings.)	5 years from most recent discharge. Critical Access Hospitals must retain for 6 years from last entry or if needed for legal proceedings.)
Federal Requirements: Long-term care Health Records Federal Law: Refer to state requirements, OR 5 years from most recent discharge, or 3 years after reaching age of majority if minor	7 years from date of most recent discharge	6 years from most recent discharge or 3 years after reaching age of majority (whichever is the longest.)	7 years from date of most recent discharge
State Retention Law for Hospitals	6 years from most recent discharge or 3 years after reaching age of majority (whichever is the longest.)	6 years from most recent discharge or 3 years after reaching age of majority (whichever is the longest.)	7 years from most recent encounter or discharge
State Statute of Limitations for Medical Malpractice or Personal Injury	Up to 1 year from cause of action/incident occurred	Up to 1 year from date incident occurred, OR if resulting injury was not discovered immediately, then 1 year after date of diagnosis.	Up to 2 years after incident occurs of date of injury.
State Age of Majority	18	18	18
False Claims Act Statute of Limitations	Within 6 years from date of illegal conduct, OR within 3 years from date illegal conduct was reported. No later than 10 years.)	Within 6 years from date of illegal conduct, OR within 3 years from date illegal conduct was reported. No later than 10 years.)	Within 6 years of violations reported, but may be extended up to 10 years in certain cases.

1. How many years do you recommend for the retention of adult health records?
2. How many years do you recommend for the retention of minor health records?
3. Based on the information you learned this week, what record destruction method would you recommend for paper health records?