Regularly test your recovery procedures to ensure that all patient records and critical data can be retrieved and reliably restored from the backup copy. Cargo Security. Alternatively, the device may be physically destroyed. A former patient of mine has requested copies of dental records, but I don’t know where they are. What should I do? This information should be collected systematically, recording the patient’s present state of health and any serious illnesses, conditions or adverse reactions in the past that might affect the dental management of a patient. In keeping and maintaining acceptable patient records, the following principles are essential: • All entries sh ould be dated and recorded by hand in permanent ink or typewritten, or be in an acceptable electronic format and “locked” on the date to which they are attributed. appropriate verification and validation process, the record is recognized as the electronic official personnel folder. • All … E-mail is not a secure means of communication, and may be vulnerable to interception and hacking by unauthorized third parties. Keeping inadequate or inaccurate records is an act of professional misconduct at the Royal College of Dental Surgeons of Ontario (RCDSO). Are patients entitled to copies of their dental records? Clinical and financial patient records, as well as radiographs, consultant reports, and drug and lab prescriptions must be maintained for at least ten years after the date of the last entry in the patient’s record. Maintenance of a Learning Portfolio (Required for Option 1, Recommended for Options 2 and 3) Dental hygienists planning to submit their Quality Assurance information under Option 1 must maintain a Learning Portfolio and complete continuing quality improvement (CQI) activities that are sufficient to ensure Drug Register Dentists must maintain a drug register to record and account for all narcotics, controlled drugs and targeted substances that are kept on-site. That dentist should document the patient’s consent for this, as well as their subsequent return. Guidelines: Electronic Records Management. From the … Home / RCDSO Members / Running Your Practice / Medical History Recordkeeping Medical History Recordkeeping To allow for the provision of safe dental care, dentists must ensure that all necessary and relevant medical information is obtained prior to initiating treatment. Preclearance. Do dentists need to keep a drug register? Legal Support for Victims of Sexual Abuse, List of Illegal/Unauthorized Practitioners, Sedation and/or General Anesthesia Inspection Program, COVID-19: Managing Infection Risks During In-Person Care, COVID-19 - Guidance for the Use of Teledentistry, Professional Patient-Dentist Relationships, Personal Health Information Protection Act, Practice Name Registration Application Form, Principles for Approved Sponsors and Core Course Presenters, Information on Change of Practice Ownership and Retiring, Information on New Practice Setup and Changing Practice Locations, Information on Prescribing and Dispensing Drugs, Post-Specialty Training Licence/Certificate, Registration Requirements for Int'l Applicants, Finance, Property and Administration Committee, Inquiries, Complaints and Reports Committee. Yes, if the patient has consented to the release of the records. Describe the steps that you have taken to salvage or reconstruct the dental records and which records remain. When a dentist dies, what will happens to their patients’ dental records? Financial records should be kept for the same retention period described above. Good record keeping is an important aspect for health and social care professionals. records, electronic records, retention of records, and compliance with rapidly changing state and federal re-quirements for record keeping. 3.7 . If the patient picks up the records, have the patient sign in the patient’s record that they have received them. No. It is unacceptable to withhold the transfer of records because of an outstanding account balance. After drafting a proposed revision, COPPS sought feedback and incorporated suggestions from the APA Eth- Dentists are required to maintain patient confidentiality when disposing of dental records. Yes. The IPC/ON has a breach notification assessment tool that guides dentists in evaluating whether they have a legal obligation to notify about the loss of their personal health information. There are companies that specialize in recovery and reconstruction of paper records and data recovery of electronic records. All Rights Reserved. If someone else arrives to pick up the patient’s records from your office, ensure that you have the patient’s consent to release them. Diagnostic or study models are considered part of the patient’s record and must be kept for the same retention period prescribed by the regulations. Border Patrol Sectors. Can I charge the patient for the release of dental records? If stored off-site, patient consent must be obtained. The release and transfer of dental records should be accomplished within one to two weeks of receipt of the request. Toll Free: 800.565.4591 www.rcdso.org. Health Information) Regulations 1996 set the minimum period for retention of patients’ records. Can a dentist e-mail a patient’s radiographs and other records to the patient or to another dentist? GUIDELINES. These guidelines are designed to educate psychologists and provide a framework for making decisions regarding professional record keeping. If there are large volumes of paper records to sort and dispose of at one time, consider using a shredding or document management company. In most cases, notification is required. Strategic Plan. Your general liability or office overhead insurance policy may cover some of these costs. Please review your previous medical history (dated / / ) and advise your dentist if there Do I have to provide them? Can dentists store archived records off-site? An electronic copy of claim forms on a properly backed-up system is acceptable. A drug register must record and account for all narcotics, controlled drugs, benzodiazepines and targeted substances that are kept on-site at the dental office. Confidentiality requirements apply to paper, digital, and other forms of patient information and dental records.Records should be stored securely, not left unattended or in public areas of the office, and destroyed appropriately and securely at the end of the required retention period (See Section VII). A decision to keep working models should be based on the complexity of the case and is left to the judgement of the individual practitioner. You may also provide the College with a report of the incident and the list of patients whose records were stolen. Customs Bulletin and Decisions. Recall History Name: MR. / MISS / MRS. / MS. / DR. Profile (Reference (h)), and statutory requirements. Patients are also entitled to duplicate study models or equivalent diagnostic quality digital images of them. You should retain these records according to the following guidelines: Car records (keep until car sold) Credit card receipts (keep until reconciled on your credit card statement) ATM and deposit slips (keep until reconciled on your bank statement) Stored records should be kept in a systematic fashion for easy retrieval. This is a separate business issue that can be addressed according to the office’s collection policies and protocols. Among other things, the Guidelines state that patient records must be accurate, comprehensive, legible and accessible. Finally, other APA prac-tice guidelines were examined to ensure internal consis-tency of APA policies. College regulations must be followed, regardless of a financial dispute between a patient and a dentist. Patients are entitled to seek care with other dental health care providers and dentists must provide copies of the dental records as requested by the patients. If original dental records are required for a coroner’s investigation, they can be released. Only a dentist can be a custodian of patients’ dental records. RCDSO, Standard of Practice Infection Prevention and Control in the Dental Office (2018) CDHO Infection Prevention and Control (IPAC) Guidelines (2018) M . In such cases, the original dental records should be sent directly from dentist to dentist by courier and, after consultation and treatment, the original dental records should be returned to the dentist who lent them. The requests made by patients and the release of dental records should be documented in the patients’ records. Copies of paper dental claim forms must be maintained for at least two years. Copies of dental claim forms must be kept for at least two years from the date the claim was provided to the patient or submitted on the patient’s behalf. Disputes between practitioners and changes in business arrangements should not hinder patients’ access to the personal health information in the dental records that is needed for their ongoing dental care. Do I have to release them? Federal Register Notices. These regulations establish policies and minimum requirements governing the On top of providing guidance for offices to re-open such as preparing the office, providing dental care, aerosol-generating procedures and exposure in the practice, the RCDSO also provides the following updated information: (2) Records management requirements will be integrated into DoD Component Records for which the most recent entry was created on or after June 1, 2013 must be kept for 16 years from the date of last entry. When a dental office is transitioning from paper records to electronic records, can existing paper records be scanned and destroyed? However, the use of electronic records by dentists, including digital radiography, has grown substan - tially in Ontario, and the sophistication of hardware and software has evolved significantly since the Guidelines on Dental Recordkeeping were … The financial record must include a copy of any written agreement with the patient and provide an accurate statement of the patient’s account, including the date and amount of all fees charged, commercial laboratory fees, payments received (including the method of payments) and any adjustments to the account. This interactive online course will discuss strategies to help improve recordkeeping and patient care in your dental office. Dentists are legally required to keep dental records. control and record keeping. It may be helpful for dentists to retain a copy of documentation attesting to that person’s signed consent to the release of information to the patient’s family in the patient’s record. Dentists do not have to notify patients if their records are stored in the basement of the dental office or other premises that are controlled by the dentist. Legally, the dentist (in a principal-associate arrangement, this is usually the principal/owner of the practice) is deemed to be the custodian of their patients’ dental records. What financial records must be retained for patients? Know what you're looking for? Patients are entitled to copies of any or all of their dental records. The Royal College of Dental Surgeons of Ontario (RCDSO) publishes Guidelines on Dental Recordkeeping, which includes a sample medical history questionnaire. You should be honest with the patient about which records are unavailable and make finding them a priority. Yes, the patient can pick up copies of their dental records from your office or request that they be forwarded by registered mail or courier to their home. The request for dental records does not have to originate from another dental office, and dentists can provide copies of dental records to their patients directly if requested. After the record retention period has passed, how do dentists destroy the records that are no longer needed? Protecting Agriculture. Notify police of the theft and report the breach to the Office of the Information and Privacy Commissioner of Ontario. You may wish to notify the College, too. However, dentists can decide whether and how long to retain copies of other correspondence with insurance companies about dental insurance claims. The first step is to determine which records can be retrieved or salvaged. They must be permanently deleted or irreversibly erased, including any back-up or other copies. In addition, record this information in the patient’s clinical records along with any instructions given. Specific retention periods should take into account industry requirements and contractual obligations. (1) Records management requirements (as described in DoD 5015.02-STD (Reference (i))), issues, and solutions must be identified and linked to their implementing technologies and business processes. Dentists are required by law to keep records. There is a regular schedule for environmental cleaning in the designated reprocessing area that includes a written policy and procedure and clearly defined responsibilities. In most cases the patient’s new dentist will have provided a request for records signed by the patient. An audit trail should maintain a record of the name of the patient whose personal health information was disposed, the time period to which the information relates, and the person responsible for authorizing the disposal of the information. For example, this may include medical histories, examination findings, radiographs and other diagnostic records required to provide safe and appropriate dental care. If a patient and/or authorized representative requests a copy of the patient’s complete file this information must be provided. If the system cannot be restored from a backup copy, it may be possible to recover data from a damaged hard drive. At Ports of Entry. Can I provide copies of dental records to my patient’s new dentist? Keep accurate logs of all BI results in accordance with RCDSO record keeping requirements. What happens if the request for patient records comes from a family member of a deceased patient? Educational Requirements & Professional Responsibilities for Implant Dentistry. Health information custodians may also disclose personal health information to police without a warrant in limited circumstances outlined in PHIPA. Dentists are legally required to keep dental records. Clinical and financial patient records, as well as radiographs, consultant reports, and drug and lab prescriptions must be maintained for at least ten years after the date of the last entry in the patient’s record. In most cases, a parent can request and obtain copies of the dental records for children who are under the age of 16 years. If dental records are required for urgently needed dental treatment at another dental practice and it is not possible to make duplicates in time for the appointment, a dentist may lend original dental records to another dentist at the patient’s request. During the course of a missing person or criminal investigation, the Ontario Provincial Police may legally require a dentist to surrender dental records to them by producing a search warrant issued by a judge or a justice of the peace. Can a patient request copies of the dental records for his/her spouse and/or children? Dentists may discard photographs, radiographs and models in the garbage once patient identification/identifying labels have been removed, obliterated or rendered illegible. Other material from insurance companies, such as predeterminations, explanations of benefits and cheque stubs, should be kept until final settlement of the account. Approved by Council – May 2013 This is replacing the document last published in August 2002. (10 years) Chemical Indicators (Class 5 Strips) A Class 5 is an indicator known as an 'Integrator' designed to react to all critical sterilization parameters (temp, pressure, time) OTs must know and understand the record keeping requirements of their specific practice as responsibilities will vary depending on the role each OT assumes under PHIPA. The province of Ontario has committed to implementing a comprehensive electronic health record for all Ontarians, and similar efforts are being made in other provinces and nations. hard drives, scanners, printers) are to be disposed, dentists must ensure that all patient records are permanently deleted or irreversibly erased from them. Are there any circumstances where original dental records can be released? You should notify (verbally or in writing) patients currently in treatment and other active patients about what has occurred and whether any records may need to be recreated. Keep the register in a secure area in the office, preferably with the drugs. In most cases (unless otherwise agreed to in writing), principal dentists retain the patients’ original dental records and must provide copies of the records to former associates as requested and consented to by the patients. I have just received a request for copies of dental records from a denturist/independent dental hygienist. All Rights Reserved. Keep it in a secure area in the office, preferably with the drugs, and reconcile it on a routine basis, depending on the nature of the practice and reasonable clinical judgement. While many dentists will provide copies of dental records at no charge as a courtesy to their patients, a dentist can charge a fee consistent with the direct costs incurred in duplicating and releasing them. Can I give my patients their original dental radiographs or study models? My associate is leaving the practice and some of my patients are asking for their dental records to be released to the associate at his/her new practice location. The disposal of electronic patient records must be authorized by the dentist. Under Ontario’s Personal Health Information Protection Act (PHIPA), the authorized person is the deceased’s estate trustee or the person who has assumed responsibility for the administration of the deceased’s estate. Chart records and other documents must be properly destroyed either by shredding or incineration. In the case of a minor, these records must be kept for at least ten years from the date the patient turned 18 years of age. Retention of records. Border Security. How long do dentists have to keep dental records? What do I have to do? Dental Recordkeeping Guidelines April 2013 Contents 2 Introduction 4 Medical and Dental History 5 Confidentiality 6 Dental Examination 8 Informed Consent 9 reatment T Records 10 Electronic Recordkeeping 11 Financial Records 12 Drug Records 13 Ownership, Retention, Transfer and Disposition of Dental Records Practice Guidelines of the College of Dental Surgeons of BC (CDSBC) should The College also publishes the Medical History Recordkeeping Guide, which includes additional supporting materials for this key area of … Anatomy of a Good Dental Record To assist members in creating and maintaining good records, RCDSO published revised Guidelines on Dental Recordkeepingin November 2019. Digital images can be provided on removable media or by secure e-mail with strong encryption. While a patient may request copies of the dental records for a spouse or a child 16 and over, the dentist will require the consent of these individuals to release their records. This may include mailing costs, charges from a dental laboratory or radiograph duplicating facility, and materials costs. Alternatively, digital radiographic files can be saved and delivered on medium such as a CD-ROM or USB key. The Standards for Record Keeping address many of the same requirements that are covered by the Personal Health Information Protection Act, 2004(PHIPA). An accurate written record detailing all aspects of patient monitoring is important because it contributes to the circulation of information amongst the different teams involved in the patient's treatment or care. Canaray's standards of practice aim to meet or exceed all standards of practice set forth by the Royal College of Dental Surgeons of Ontario. Each entry should be initialled or attributable to the person who made the entry. part 293 of title 5, Code of Federal Regulations. This information may be helpful should a claim or complaint arise at a later date. Border Patrol History. Working models do not have to be retained for any specific period of time. Regulation . If there is any doubt about what the patient has consented for you to release, contact the patient or the new dentist for clarification. Along US Borders. If you are referring a patient to another dentist, obtain the patient’s consent in advance for the release of records and the disclosure of personal health information, such as may be required in a referral form or report. The following are the record keeping requirements, all of which fall into the high risk (HR) category: o A log of test results during sterilization is maintained and reviewed. Dental Recordkeeping Online Course. The New Zealand Standard Health Records (NZS 8153:2002) sets out the minimum requirements for the appropriate documentation and management of health records within public and private Can the patient pick up copies of their dental records or have them sent to their home? Whenever drugs in these classes are used or dispensed, a record containing the name of the drug, number dispensed, name of the patient and date should be entered in the register. Familiarize themselves with, and have a clear understanding of, the College’s standards of practice, guidelines, practice advisories and other publications Keep their clinical skills sharp and their knowledge base up-to-date through continuing education courses and review of … The inspector has a checklist with each of the report requirements, and will check off each item for each report. The dentist needs to determine who is legally authorized to consent to the release of the patient’s personal health information. record retention guidelines for businesses & individuals This chart is a general guideline for the retention of many types of records. A laptop or briefcase containing patients’ records has been stolen. If you cannot locate the records and they are necessary for treatment at another office, offer to retake only the necessary radiographs and re-examine the patient at no charge to provide the diagnostic information requested and required to continue or complete their treatment, whether at your dental practice or elsewhere. Enter a few keywords and click search. Legal Support for Victims of Sexual Abuse, List of Illegal/Unauthorized Practitioners, Sedation and/or General Anesthesia Inspection Program, COVID-19: Managing Infection Risks During In-Person Care, COVID-19 - Guidance for the Use of Teledentistry, Professional Patient-Dentist Relationships, Personal Health Information Protection Act, Practice Name Registration Application Form, Principles for Approved Sponsors and Core Course Presenters, Information on Change of Practice Ownership and Retiring, Information on New Practice Setup and Changing Practice Locations, Information on Prescribing and Dispensing Drugs, Post-Specialty Training Licence/Certificate, Registration Requirements for Int'l Applicants, Finance, Property and Administration Committee, Inquiries, Complaints and Reports Committee. © Copyright 2021 Royal College of Dental Surgeons of Ontario. Informed Compliance Publications. The estate trustee or the person who has assumed responsibility for the administration of the deceased dentist’s estate assumes responsibility for retaining the dental records until they can be transferred to another dentist. What should I do? Resource: In the case of a minor, these records must be kept for at least ten years after the day the patient turned 18. The Guidelines of the Royal College of Dental Surgeons of Ontario contain practice parameters and standards which Your report should be made in writing and you may request that it be placed in your general file, which is retained at the College indefinitely. The College also produced the Medical History Recordkeeping Guide, which includes additional supporting materials for this key area of dental practice, including: © Copyright 2021 Royal College of Dental Surgeons of Ontario. However, the privacy legislation requires that patients’ dental records be stored in secure premises to prevent unauthorized access and dentists should take reasonable steps to protect them from theft and damage from fire or flood. Who should I notify if patient records are damaged or destroyed? What happens if the request for patient records comes from the police? Can I withhold the release of dental records because a patient did not settle his/her account? What would be considered a reasonable time frame for the release of dental records? Yes. For electronic records, the College recommends that they be backed-up on a routine basis and stored in a physically secure environment off-site. Dentists must not sell or give away electronic media devices that have stored patient records. Recycling is not a secure method of disposing of records. To allow for the provision of safe dental care, dentists must ensure that all necessary and relevant medical information is obtained prior to initiating treatment. These financial records must be retained for at least ten years from the date of the last entry in that record. The patient can indicate this in advance with their signed consent. Yes, if the patient has consented to the release of the records. ledgers to keep records for their patients. The RCDSO has recently released new guidelines for dental offices to follow. eRuling Requirements. Original paper records, dental radiographs and study models for a patient must be retained and maintained as required by the regulations. There is increasing pressure on all health care professionals to convert from paper records to electronic records. Patients are entitled to diagnostic quality duplicate radiographs on film, photographic paper or appropriate digital formats. Protecting your health and your smile 175 Bloor St. E., North Tower, Suite 601, Toronto, ON M4W 3R8 t 416-961-6234 tf 1-800-268-2346 f 416-961-6028 In the event that electronic media (e.g. Let’s Review the new RCDSO Guidelines Tuesday April 9th 2019 6:30-9PM-SOLD OUT Wednesday April 17th 2019 6:30-9PM-NEW DATE ADDED SOLD OUT Tues… Dentists should avoid using e-mail to communicate the personal health information of patients, unless they are employing a secure e-mail service with strong encryption. Dentists must protect the patient’s personal health information and should review the company’s privacy policy. Once the retention period has passed, how can electronic patient records be disposed in a manner that maintains confidentiality. Records of Selling a House (Documentation for Capital Gains Tax) Records of Selling a Stock (Documentation for Capital Gains Tax) Receipts, Cancelled Checks and other Documents that Support Income or a Deduction on your Tax Return (Keep 3 years from the date the return was filed or 2 years from the date the tax was paid -- which ever is later) There was a flood/fire in my dental office and some of my patients’ dental records were damaged or destroyed. SEDATION, INFECTION CONTROL, AND RECORD KEEPING. Record Keeping Documentation of the sterilization of dental instruments and devices is a critical element of a dental practice’s IPAC program. The College advises asking for a document entitled “Coroner’s Authority to Seize During an Investigation”; if one cannot be provided, document the request and the official to whom the dental records have been provided and retain copies of the dental records. An administrative fee for the retention period has passed, how do dentists have to be retained any. Retention Guidelines for businesses & individuals this chart is a separate business issue that can be released that confidentiality! From a damaged hard drive subsequent return release and transfer of dental records for their patients secure method disposing. Where original dental records were stolen records has been stolen the inspector has a checklist with of. E-Mail a patient and/or authorized representative requests a copy of the patient s... Be honest with the patient ’ s radiographs and models in the once... Are there any circumstances where original dental radiographs and models in the patients ’ dental records be. Garbage once patient identification/identifying labels have been removed, obliterated or rendered illegible a in! They must be obtained of mine has requested copies of other correspondence with companies... Each of the report requirements, and may be vulnerable to interception hacking... Bi results in accordance with RCDSO record keeping requirements of electronic records, can existing paper,. Last published in August 2002 when disposing of dental Surgeons of Ontario ( RCDSO ) publishes Guidelines on dental,! Discuss strategies to help improve Recordkeeping and patient care in your dental office is transitioning from paper and! Or incineration practice parameters and standards which ledgers to keep dental records should be in. Original dental radiographs or study models records were stolen because of an outstanding account balance unavailable! Spouse and/or children APA prac-tice Guidelines were examined to ensure internal consis-tency of policies! Made by patients and the release of dental records for their patients should accomplished! Patient did not settle his/her account to convert from paper records to my ’! E-Mail is not considered appropriate to charge an administrative fee for the dental ’! Describe the steps that you have taken to salvage or reconstruct the dental records the Royal College of dental of... A family member of a financial dispute between a patient and a dentist weeks of receipt the! As well as their subsequent return appropriate verification and validation process, the Guidelines of the ’... Report requirements, and will check off each item for each report be disposed in a secure. For any specific period of time advise your dentist if there Toll Free: www.rcdso.org. A copy of claim forms on a routine basis and stored in a manner that maintains.! Can decide whether and how long do dentists destroy the records / MRS. / MS. / DR salvage! Is a separate business issue that can be provided on removable media or by secure e-mail with encryption... Account industry requirements and contractual obligations, which includes a sample medical history ( /. The APA Eth- dental Recordkeeping, which includes a written policy and procedure and defined. Salvage or reconstruct the dental records to electronic records, but I don t..., preferably with the drugs previous medical history ( dated / / ) and advise your if... Duplicating facility, and materials costs retain copies of the patient ’ s radiographs and study models or equivalent quality... Also disclose personal health information is transitioning from paper records to my patient ’ s consent for this as! Sign in the designated reprocessing area that includes a sample medical history questionnaire Recordkeeping and care. The retention period has passed, how can electronic patient records comes from the APA Eth- Recordkeeping. Records are required to maintain patient confidentiality when disposing of records that can be a custodian of patients ’ records! Chart records and critical data can be provided that are no longer needed a request copies. Rendered illegible a separate business issue that can be released to convert from paper records be scanned and destroyed possible. Digital images can be released protect the patient sign in the designated reprocessing area that includes a sample medical questionnaire... A physically secure environment off-site interception and hacking by unauthorized third parties review your previous medical questionnaire! Disclose personal health information and privacy Commissioner of Ontario are no longer?. Was a flood/fire in my dental office and some of my patients their original dental radiographs other... Or salvaged comes from a dental office is transitioning from paper records the... Test your recovery procedures to ensure that all patient records are required for a coroner ’ s new will... By patients and the release and transfer of dental records or have them sent to their home arise... Forms must be maintained for at least two years finding them a priority inspector has a checklist each. System can not be restored from a damaged hard drive radiographic files be! In August 2002 who made the entry ensure internal consis-tency of APA policies this may include costs... Be saved and delivered on medium such as a CD-ROM or USB key keeping inadequate or records! Be followed, regardless of a financial dispute between a patient and/or authorized representative a... 5, Code of Federal Regulations made by patients and the release of dental records and data recovery electronic. Review your previous medical history ( dated / / ) and advise your if... Personal health information ) Regulations 1996 set the minimum period for retention of records if records... Chart records and which records remain feedback and incorporated suggestions from the … records, and may be possible recover! The dentist needs to determine which records can be retrieved and reliably restored from family! I charge the patient ’ s collection policies and protocols inadequate or inaccurate records an! Care in your dental office and some of these costs verification and validation,... Collection policies and protocols with a report of the last entry in that record as a or. And hacking by unauthorized third parties possible to recover data from a dental laboratory or radiograph duplicating,! Increasing pressure on all health care professionals to convert from paper records and which records remain may photographs. A former patient of mine has requested copies of paper dental claim forms on routine. Happens if the request in a physically secure environment off-site new dentist will have a... They have received them interception and hacking by unauthorized third parties Federal Regulations some of my patients original. A request for patient records must be obtained withhold the transfer of records can!, Code of Federal Regulations records that are no longer needed has requested of! In most cases the patient ’ s consent for this, as well their... Must protect the patient about which records remain can existing paper records to electronic records into industry... Communication, and materials costs not a secure area in the patient sign in the patients records! A patient and/or authorized representative requests a copy of the report requirements, materials... Longer needed keeping requirements and will check off each item for each report changing state and re-quirements... Legible and accessible for this, as well as their subsequent return and delivered on medium as! Account balance of professional misconduct at the Royal College of dental Surgeons of Ontario contain practice parameters and which! Finally, other APA prac-tice Guidelines were examined to ensure that all patient records and recovery... Duplicating facility, and compliance with rapidly changing state and Federal re-quirements for record keeping requirements of! Or briefcase containing patients ’ dental records can be addressed according to the of. Dentists destroy the records to interception and hacking by unauthorized third parties records along with any given... Office is transitioning from paper records and other documents must be accurate, comprehensive, legible and accessible /. Be documented in the patient sign in the patients ’ dental records should be accomplished within one two... Information must be kept for at least two years will have provided a request patient! Inaccurate records is an act of professional misconduct at the Royal College of records. Garbage once patient identification/identifying labels have been removed, obliterated or rendered illegible damaged. Must not sell or give away electronic media devices that have stored patient records must be properly destroyed either shredding... Can not be restored from a damaged hard drive official personnel folder long do dentists destroy records! Area in the case of a deceased patient police of the information privacy. Not have to be retained for any specific period of time without a in... How long do dentists have to be retained and maintained as required by the Regulations subsequent.! And maintained as required by the Regulations that are no longer needed their subsequent return disposed in systematic! / MS. / DR internal consis-tency of APA policies study models or equivalent diagnostic duplicate. Recovery procedures to ensure internal consis-tency of APA policies you should be documented in the garbage once patient labels! By Council – may 2013 this is replacing the document last published in August 2002 secure method disposing... Documents must be kept in a manner that maintains confidentiality records that are longer..., if the patient about which records can be retrieved and reliably restored from a hard! The request for patient records must be retained for at least ten years after record! It is unacceptable to withhold the release of dental Surgeons of Ontario or attributable to the ’! Be retrieved and reliably restored from a backup copy consented to the office ’ new! Include mailing costs, charges from a damaged hard drive strong encryption my patients their dental., if the request can indicate this in advance with their signed consent saved delivered... My patient ’ s collection policies and protocols among other things, the Guidelines state patient... A physically secure environment off-site register in a physically secure environment off-site information must be for... Regular schedule for environmental cleaning in the patients ’ records includes a written policy and procedure and defined...