Health Record Retention Policy and Disaster Preparedness
Assignment Instructions:
1. What considerations will you consider in preparation for drafting your policy?
2. Identify 3 factors that could pose a disaster threat to health information along with
suggestions for disaster recovery.
3. Explain how you will be guided by the AHIMA Code of Ethics by specifically
identifying the relevant ethics principle(s) and interpreting it in your own words.
4. As a new HIM director of a large healthcare system composed of multiple sub-acute
care facilities with locations in multiple states of the US, put together a health record
retention policy for the entire organization. You may use Atlantic Health System or a
similar organization as an example. The organization uses an EHR but has some paper
records as well.
, Introduction
As the new Health Information Management (HIM) director of a large healthcare system
spanning multiple states, I am responsible for ensuring that the organization’s health
record retention policies meet federal, state, and ethical standards. Atlantic Health
System, a multi-state provider, will be used as an example for this paper. The
organization uses a hybrid system that includes both electronic health records (EHRs) and
some paper documentation. Developing a retention policy requires careful consideration
of compliance, disaster preparedness, ethical principles, and organizational culture. This
paper discusses key considerations, identifies potential threats to health information,
integrates guidance from the AHIMA Code of Ethics, and presents a framework for a
comprehensive record retention policy.
Considerations for Drafting the Policy
Drafting a retention policy for health records requires consideration of multiple
regulatory and organizational factors. First, compliance with the Health Insurance
Portability and Accountability Act (HIPAA) is essential to ensure patient confidentiality
and security. Additionally, the policy must address diverse state regulations, since
healthcare operations span multiple jurisdictions. Some states mandate longer retention
periods for records, particularly those involving minors, mental health, or oncology care.
Another key consideration is the organization’s hybrid system of electronic and paper
records. Policies must address the secure storage, retention, and eventual destruction of
both. Operational consistency across sub-acute care facilities requires developing
standardized procedures adaptable to local regulations. Finally, staff training and
accountability mechanisms are critical to ensuring adherence to the policy. This includes
role-based responsibilities and periodic audits.
Assignment Instructions:
1. What considerations will you consider in preparation for drafting your policy?
2. Identify 3 factors that could pose a disaster threat to health information along with
suggestions for disaster recovery.
3. Explain how you will be guided by the AHIMA Code of Ethics by specifically
identifying the relevant ethics principle(s) and interpreting it in your own words.
4. As a new HIM director of a large healthcare system composed of multiple sub-acute
care facilities with locations in multiple states of the US, put together a health record
retention policy for the entire organization. You may use Atlantic Health System or a
similar organization as an example. The organization uses an EHR but has some paper
records as well.
, Introduction
As the new Health Information Management (HIM) director of a large healthcare system
spanning multiple states, I am responsible for ensuring that the organization’s health
record retention policies meet federal, state, and ethical standards. Atlantic Health
System, a multi-state provider, will be used as an example for this paper. The
organization uses a hybrid system that includes both electronic health records (EHRs) and
some paper documentation. Developing a retention policy requires careful consideration
of compliance, disaster preparedness, ethical principles, and organizational culture. This
paper discusses key considerations, identifies potential threats to health information,
integrates guidance from the AHIMA Code of Ethics, and presents a framework for a
comprehensive record retention policy.
Considerations for Drafting the Policy
Drafting a retention policy for health records requires consideration of multiple
regulatory and organizational factors. First, compliance with the Health Insurance
Portability and Accountability Act (HIPAA) is essential to ensure patient confidentiality
and security. Additionally, the policy must address diverse state regulations, since
healthcare operations span multiple jurisdictions. Some states mandate longer retention
periods for records, particularly those involving minors, mental health, or oncology care.
Another key consideration is the organization’s hybrid system of electronic and paper
records. Policies must address the secure storage, retention, and eventual destruction of
both. Operational consistency across sub-acute care facilities requires developing
standardized procedures adaptable to local regulations. Finally, staff training and
accountability mechanisms are critical to ensuring adherence to the policy. This includes
role-based responsibilities and periodic audits.
