What is a records retention policy?
A records retention policy is the official procedure for the practice with respect to retention and destruction of its documents, files, and dental records. A well-crafted records retention policy explicitly explains how to organize, store, and destroy patient charts, dental records, e-mails, contracts, documents, and any other tangible or electronic files. Why should a dental practice adopt a records retention policy? Dental practices are required by law to maintain adequate patient records. Failure to do so can expose the practice to significant risks and liabilities. In addition, the Health Insurance Portability and Accountability Act (HIPAA), the Federal Insurance Contributions Act (FICA), the Federal Unemployment Tax Act (FUTA), and many other laws and regulations require retaining records for varying periods of time. Moreover, a dental practice’s records may be used in a court of law in connection with the prosecution and/or defense of malpractice claims or other civil lawsuits.