Duration of Patient Medical Record Retention: Guidelines and Practices

In the era of healthcare, the retention period of a patient's medical records is crucial for maintaining continuity of care and ensuring patient confidentiality. This article provides an overview of how long healthcare providers in the United States, the United Kingdom, and Canada retain medical records, along with general practices and legal considerations.

Retention Periods and Practices

The retention period for a patient's medical records can vary based on the country and sometimes the specific region within a country. Here are the general guidelines for different regions:

United States

Retention Period: Healthcare providers in the U.S. are typically required to keep medical records for at least 5 to 10 years after the last treatment or the patient's last visit. For minors, records are often kept until the patient reaches a certain age, usually 18, plus an additional retention period.

After Retention: Once the retention period has expired, records are usually destroyed through secure methods to maintain patient confidentiality. Some practices may choose to retain records longer for legal or continuity of care reasons.

United Kingdom

Retention Period: The NHS (National Health Service) recommends keeping adult records for at least 8 years after the last treatment. For children, records should be retained until the patient is 25 years old.

After Retention: Similar to the U.S., records are typically destroyed securely after the retention period.

Canada

Retention Period: In Canada, medical records must generally be kept for at least 10 years after the last visit for adults and until the patient turns 18 for minors.

After Retention: Records are often destroyed securely to protect patient confidentiality.

General Practices and Secure Destruction

Secure Destruction: Whether the records are paper or digital, regardless of the country, secure destruction methods like shredding or electronic data wiping are used to protect sensitive information. This ensures that no unauthorized access can occur.

Legal Considerations

Legal Requirements: Some records might be retained longer due to legal requirements or ongoing litigation. This is a critical aspect to consider as healthcare providers must comply with legal obligations.

Patient Responsibility: Keeping Copies of Medical Records

It is vitally important for patients to inquire about their healthcare provider's policies regarding record retention. Additionally, patients should request and keep copies of their medical records for their own safekeeping. This step is crucial because records can be altered, lost, burned, or thrown away over time.

Paper records, which have only recently become digital, have often been lost or destroyed. In the case of a fire or other disaster, doctors may not retain any records. For example, if a doctor's office suffered a fire and all records were burned, patients may lose access to their medical history.

Patients should take proactive measures to ensure their records are up-to-date and secure. Regularly requesting and maintaining copies of their medical records can help them stay informed about their health and ensure continuity of care.