How long to keep client files

[Catherine H]

I'm going through year end paperwork, moving non-current files to another folder, etc., and am curious what the general rule of thumb is on keeping paperwork. My standard procedure is as follows:

New client comes in, fills out paperwork (info sheet, etc.), then I input the basic info into the computer (name, address, etc.). I have every single client intake sheet from when I got started back in 2004. How long do I need to keep the paperwork? Some people only came in once, 3 years ago, but part of me doesn't want to get rid of them, I guess it's the organized pack rat in me!

What do you all do with old paperwork on inactive clients?

 

[susiepolls]

How long to keep client files

I'm going through year end paperwork, moving non-current files to another folder, etc., and am curious what the general rule of thumb is on keeping paperwork. My standard procedure is as follows:

New client comes in, fills out paperwork (info sheet, etc.), then I input the basic info into the computer (name, address, etc.). I have every single client intake sheet from when I got started back in 2004. How long do I need to keep the paperwork? Some people only came in once, 3 years ago, but part of me doesn't want to get rid of them, I guess it's the organized pack rat in me!

What do you all do with old paperwork on inactive clients?

So far they all go into one folder in the back of the file cabinet. I figure they *may* come back if they get the whim, or get hurt again, and at least that would give me some information about them. I would have them fill out a new intake, but the old one tells me how long ago it was, and basic stuff like if they are diabetic, etc.

I don't know if there is a legal amount of time we have to keep files on hand, though. Eventually my file cabinet will be full enough that I might want that little folder in the back out of my way!

 

[red-rose]

I archive clients who I have not seen in 2 years. This means I take the files home and store them in a box in the garage. Usually, if they do come in again I have them fill out paperwork again. A lot can change in 2 years!

 

[jelainazareno]

I archive clients who I have not seen in 2 years. This means I take the files home and store them in a box in the garage. Usually, if they do come in again I have them fill out paperwork again. A lot can change in 2 years!

Is your box locked up somehow? I know all states are different, but we in WI are required to keep all client information in a securely locked cabinet.

Is there a point when you go through that box and throw some away? I am thinking if someone hasn't been to see me in seven years, I'd start shredding, but I don't have a firm basis for that 7 years line.

 

[iloveuchriscolfer]

My files are not in a locked box, though that is on my "to do" list. I don't know what the law is in Texas, for some reason I have it in my head that I have to keep files for 2 years. I have thrown out (shredded) files for people I only saw once back when I first began practising.

 

[choochoo]

I am thinking if someone hasn't been to see me in seven years, I'd start shredding, but I don't have a firm basis for that 7 years line.

Seven years is for medical records. Some docs keep them for 10. If you are working on a prescription or billing insurance, you must keep files for 7 years, unless your state has additional requirements. If you work on minors on a prescription, or billing insurance, you have to keep the records until they are 21, or 7 years, whichever is more.

If your records are part of ongoing litigation, you should not destroy them until the case is closed.

If you are doing normal referrals, you should keep your client records for as long as you would keep tax records/receipts, but you technically have no legal obligation to even keep paperwork, so technically you could shred the client's file next week.

General rule of thumb for us is whether or not the client is covered by HIPAA. If they are, you are bound by medical legislation to keep the records, if they are not, you have no obligation.

 

[smeaty3]

In WI, every massage client is protected by HIPAA, so I forget that isn't everywhere.

 

[<insert witty name here>]

RoS,

How do you know massage clients are covered under HIPAA in your state? Can you lead me to a reference on the web?

I thought HIPAA was in reference to electronically transmited medical info. Therefore, if you dont transmit clients medical info electronically, you dont have to be HIPPAA compliant.

 

[ZoomN]

HIPPA is for any medical information in any format, information tranfered in any way. (Verbal, electronic, paper etc)

 

[Pompal 09.]

RoS,

How do you know massage clients are covered under HIPAA in your state? Can you lead me to a reference on the web?

I thought HIPAA was in reference to electronically transmited medical info. Therefore, if you dont transmit clients medical info electronically, you dont have to be HIPPAA compliant.

Talenyn is correct, HIPAA is protection of all medical records in any format. It also protects a client from being "disclosed" as our clients. I didn't get this info from the web, so don't have that reference. I had (still have, I'm sure, but have moved so it's boxed in the basement) the hard copy. Basically, because we are regulated as health care in WI, we have to be HIPAA compliant.

 

[Reverend G]

Do you have your clients sign a HIPAA agreement?

 

[ki-ki]

What I have them sign is all on the intake form, but yes, it says they are protected by HIPAA and have absolute confidentiality. I do not speak with anyone about any client (by name) or in any way compromise their privacy.

It comes in as a VERY handy and easy response when someone asks me if "Joe Blow" sees me - I cannot say who any of my clients are, I am bound by HIPAA laws.

 

[Tiffany!]

I started out with a separate HIPAA form, but caught so much flack about it from clients.

I have never had another MT have me fill out a HIPAA form or anything that looks or sounds like it.

 

[the fullback]

What did the clients say? What made you start doing it?

So far I've only done trades, and we haven't filled out any paperwork - just discuss what we need as we're diving for the table, lol. I don't know what other MT's are doing around here. Mine is just a couple of lines on the form they are already signing, with nothing extra for them to write.

 

[Becca]

Way back in the day.... we were taught in my school that you should keep your records in perpetuity.......... now having said that, I will say this, I keep my active clients in the filing cabinet. Everybody else is designated to boxes in the basement, where they sit and moulder away till they rot away, or hubby dearest gets tired of moving them from point a to point b.......