The Spring Cleaning, After Taxes Patient Record Shredding Extravaganza
303-426-5722
REGISTER NOW! Click here to download a registration form
Important Dates:
Friday, February 13, 2009
Sign-up by February 13 and MDDF will issue and pay for your legal publication notice in the Denver Post/News for four consecutive weeks in accordance with the State Board rule,
for a fee of $60 per doctor.
Saturday, May 2, 2009
Join us for The Spring Cleaning, After Taxes Drop-off Day.
The Better Shredder Truck will set-up in the MDDS parking lot from 8 a.m. to noon. Each “banker-sized” box will cost $7 to shred, payable on-site only by cash or check (payable to MDDF). All proceeds benefit the Foundation.
Our sincere thanks to the Better Shredder for going over and
above to support our Foundation and for providing MDDS members with a safe, confidential and reliable service that is economical, convenient and environmentally responsible.The 2008 event was an “off-the-charts” success, raising over $7,000 to benefit the Metro Denver Dental Foundation's Smile Again Program.
Do you have old patient records
and x-rays piling up?
Get a discount on shredding services to
help the Metro Denver Dental Foundation (MDDF)
Patient records are a perennial “hot topic” for dental offices. MDDS receives frequent inquiries from member dentists and their staff members about the presentation, retention and destruction of patient records. If you have old patient records and x-rays piling up, we can help you destroy these and other confidential documents with peace of mind and in adherence with State Board law.
Join us each year for “The Spring Cleaning, After Taxes Record Shredding Extravaganza” to benefit the Metro Denver Dental Foundation. In partnership with The Better Shredder, Inc., the Foundation is pleased provide you with destruction options to ensure compliance with patient record retention/ destruction rules.
Options include ongoing monthly services, one-time pick-ups and a one-day drop-off event to help you properly dispose of materials that could leave you vulnerable to identity theft and fraud.
What is really special about this program is that it is designed to benefit both MDDS members and our Foundation’s activities, such as community dental education and access to care programs including the Smile Again Program. In fact, since 2002, 143 MDDS volunteer dentists have provided cost-free dental care through the Smile Again Program to survivors of domestic abuse, restoring oral health, appearance and confidence. To date, over $600,000 worth of care has been provided by volunteer dentists to deserving patients.
Contact MDDS at (303) 488-9700, ext. 3270 with questions or to sign-up for shredding services. Further information regarding patient records is available at the State Board of Dental Examiners web site, www.dora.state.co.us/dental or by calling (303) 894-7763.
The Metro Denver Dental Foundation can help you destroy confidential documents and x-rays in the following ways...
We come to you:
The Better Shredder, Inc. will extend a discount to MDDS members for one-time or monthly home or office shredding services while donating 10% of each service back to the Foundation. Only $59* one-time rate to shred up to 300 lbs. (about 10 boxes) or $45* per month for on-going service. Call the Better Shredder at (303) 426-5722. Make sure you tell them you are calling as an MDDS member.
*Prices subject to change.
And/or you come to us:
Join us for The Spring Cleaning, After Taxes Drop-off Day on May 2, 2009. The Better Shredder Truck will set-up in the MDDS parking lot from 8 a.m. to noon. Each “banker-sized” box will cost $7 to shred, payable onsite only by cash or check (payable to MDDF). All proceeds benefit the Foundation. Sign-up by Feb 13, 2009 and MDDF will issue and pay for your legal publication notice 60-days prior to the event, in accordance with the State Board rule for an additional fee of $60. A bargain, considering individual ads can cost $75 to $150.
Call (303) 488-9700, ext. 3270 or email pr@mddsdentist.com to sign-up today!
FAQs
MDDS receives calls on a regular basis from member dentists and their staff members inquiring about patient records. Following are answers to frequently asked questions.
Q: When a patient requests his or her records, should I present the original or a copy?
A: Every patient record in your custody must be available to the patient for inspection in your office upon receipt of dated and signed written request/authorization from that patient, within reasonable notice of five business days.
A copy of such records, including x-rays, must be made available to be taken out of your office upon receipt of dated and signed written request/authorization from the patient or patient’s designated representative within five business days and upon payment of “reasonable costs.” The patient or his or her representative must pay the “reasonable cost” that is not to exceed $12 for the first ten or fewer pages and $.25 per page for each additional page. Actual postage costs may also be charged.
In the event that a licensed healthcare professional determines that a copy of an x-ray is not sufficient for treatment or diagnosis, the original film must be made available to the patient or licensed healthcare professional or facility as specifically directed by the patient upon receipt of dated and signed written request/authorization and payment for reasonable cost of film. For more specific classes of records, such as x-rays or radiographs, or services you may charge additional sums upon presenting justification. If you release the original film in this manner, you will not be responsible for any loss, damage or other consequences resulting from the release. Any original x-ray you make available should be returned to you within 30 days.
Note that a “patient record,” for this purpose does not include a doctor’s office notes.
Q: May I withhold a patient’s record for past due fees relating to dental treatment?
A: No
Q: How long should I retain patient records?
A: Records for minors must be kept for seven years after the patient reaches the age of 18 (age 25). Records for adult patients must be kept for seven years after the last date of treatment or examination, whichever occurs at the latest date.
Q: My attorney advised me to keep and store all patient records. I have been retired for over 20 years and have still retained them. I want to get rid of them now and was wondering if there are different rules given my situation. In the event that I become incapacitated or I die before the records are destroyed, what should my spouse and/or children do?
A: Dr. Nathan Reynolds of the Dentists Professional Liability Trust/Berkley Risk Services advises that, even after 20 years, patient notification must be made in accordance with the current dental practice law before the records are destroyed.
Dr. Reynolds advises that a doctor’s estate has the same obligation, as do all dentists, to comply with the Patient Record Retention and Destruction Laws.
Q: How do I destroy models in compliance with the State Board?
A: Dr. Nathan Reynolds of the Dentists Professional Liability Trust/Berkley Risk Services explains, since models can be considered part of the dental record, he recommends that the patient’s name be removed (even if it means grinding it off) and breaking the models apart completely before disposing of them.
Q: Do I have to contact the patient before I destroy his or her records?
A: Yes. You must send written notice to the patient’s last known address, or legal notice by publication within 60 days prior to destruction, allowing 30 days wherein the patient may claim his or her records. When the destruction cycle is imminent, records must be provided to the patient or legal guardian at no charge, but you may charge appropriate postage and handling cost.
Q: When I purchased my practice, I purchased all the previous doctor’s records. What are my responsibilities to the doctor and his former patients if I want to destroy these records?
A: Dr. Nathan Reynolds of the Dentists Professional Liability Trust/Berkley Risk Services explains that hopefully a clause for the destruction of the patient records was included in the practice buy-sell agreement. If no such clause exists, the current custodian of the records may destroy them in accordance with the Dental Practice Law. However, Dr. Reynolds recommends, as a point of courtesy to the previous owner, that he or she be contacted and management of the records discussed. He recommends getting the agreement between the dentists in writing.
COLORADO STATE BOARD OF DENTAL EXAMINERS BOARD RULES AND REGULATIONS
Rule XXIII – Patient Records Retention
(Effective February 1, 1999)
(Amended December 2, 2002)
- A. Records for minors shall be kept for a minimum of seven (7) years after the patient reaches the age of majority (age 18).
- B. Records for adult patients shall be kept for a minimum of seven (7) years after the last date of dental treatment or examination, whichever occurs at the latest date.
- C. This Rule does not apply to records kept by educational, not-for-profit, and/or public health programs.
- D. When the destruction cycle is imminent, written notice to the patient’s last known address, or notice by publication, must be made sixty (60) days prior to destruction. Destruction cannot take place until a 30-day period has elapsed wherein the patient may claim the records.
- E. Notice by publication may be accomplished by publishing in a major newspaper or a newspaper broadly circulated in the local community one day per week for four (4) consecutive weeks.
- F. When the destruction cycle is imminent, records will be provided to the patient or legal guardian at no charge; however appropriate postage and handling costs are permitted.
- G. Records may not be withheld for past due fees relating to dental treatment.
- H. Destruction shall be accomplished by a means, which renders the records unable to be identified or read such as by fire or shredding.
