The Spring Cleaning, After Taxes Patient Record Shredding Extravaganza
303-426-5722
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.
If you have inactivated patient records and old x-rays piling up in your office or you inherited some in a practice transition, consider allowing the Metro Denver Dental Foundation (MDDF) to assist you in destroying these and other confidential documents with peace of mind and in accordance with State Board regulations.
We invite you to join us for our annual “The Spring Cleaning Record Shredding Extravaganza.” If you register by March 10, 2010, we will issue your legal publication destruction notice in the Denver Post (for four consecutive weeks) for just $65 per doctor – a savings of up to $350. You will receive a copy of the publisher’s affidavit to retain for your files. Then you may destroy your inactive patient records beginning May 15, 2010 – any way you like.
When considering destruction options, we encourage you to take advantage of The Spring Cleaning Recording Shedding Drop-off Day, to be held on Saturday, May 15, 2010. On this date, The Better Shredder’s trucks pull into the MDDS parking lot, you can leave your boxes of documents with us (fees based on number of boxes) and we will ensure destruction. The best part of participating in the drop-off day is that 100% of the proceeds go directly to Metro Denver Dental Foundation to support programs including the Smile Again Program™, Careers in Dentistry Explorer Post 296 and the Dental Presentation Center.
The Better Shredder, Inc. will also extend a discount to MDDS members for one-time or monthly home or office shredding services while donating a percentage 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 directly at (303) 426-5722 to set-up your account or to schedule your one-time pick-up. Be sure to tell them you are an MDDS member to secure the discounted rates!
Contact MDDS at (303) 488-9700 with questions, to sign-up for this unique benefit or scroll down for more info.
Start preparing now. Spring will be here before you know it and those records aren’t going anywhere. Thank you for your time and consideration. We appreciate your support and look forward to serving you.
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.
