Ohio Administrative Code › Title 3364 - University of Toledo › Chapter 3364-90 - Guidelines for Protected Health Information › Section 3364-90-16 - Medical record retention and destruction; disposal of protected health information

Current through all regulations passed and filed through July 1, 2024
(A)
								Policy
			 statement
The university of Toledo will ensure
				the privacy and security of protected health information "PHI" in the
				maintenance, retention and eventual destruction and disposal of such media.
				Destruction and disposal of PHI will be carried out in accordance with federal
				and state law, and as defined in the university's retention policy. The
				schedule for destruction and disposal shall be suspended for records involved
				in any open investigation, audit or litigation.
(B)
								Purpose of
			 policy
The health information management "HIM"
				department is responsible for maintaining a medical record for each inpatient
				and outpatient. These records will be properly maintained and accessible. After
				the retention requirements have been met, destruction of the legal medical
				record will be carried out by a method that ensures no possibility to
				reconstruct the contents of the record.
(C)
								Procedure
This policy shall apply to health
				information that is generated during provisions of healthcare to patients in
				any of the university's patient care units, patient care centers or faculty
				practices as well as human subjects research under the auspices of the
				university or by any of its agents in all university schools, units,
				departments and university owned or operated facilities.
(1)
									Record
			 retention
(a)
										
			 Medical records may be an electronic medical record, paper documents,
			 microfilm, electronic data storage, etc., but must be maintained in such a way
			 that the information is available for clinical reference upon request.
			 Opportunities for loss and/or damage must be minimized and records must be
			 secured to prevent unauthorized access.
(b)
										All clinical and
			 administrative university of Toledo medical record information prior to
			 document imaging (paper documents) will be kept for ten years after discharge
			 or service date for inpatient and outpatient encounters.
Pediatric charts will be retained for
				twenty-five years. The following will be kept indefinitely:
(i)
											Master patient
			 index.
(ii)
											Death register.
(iii)
											Surgery
			 register.
(iv)
											Transplant register.
(c)
										University of
			 Toledo medical record documents that are scanned and stored in horizon patient
			 folder will be available in electronic image format according to the guidelines
			 listed above. The paper copy will be maintained for ninety days and then
			 destroyed according to policy.
(d)
										Other acquired
			 documentation from outside resources used for clinical decision making and
			 treatment planning will be scanned and stored in horizon patient folder and
			 will be available in electronic image format according to the guidelines listed
			 in this rule. Paper copies received from outside facilities can be destroyed
			 once appropriately (readable) scanned into horizon patient
			 folder.