Retention of encounter forms
My name is Ruth and I am new to the list. I am a Compliance Analyst in New
York state. I have been asked to find guidelines on retention of the
physician encounter forms. I believe that they should be considered part of
the medical record, (even though that is not where they are kept), and held
for 7 years. Does anyone know if there are specific rules about this in
Thanks for the help,
- Hello Ruth and Welcome!
First..when you say encounter..I want to make sure we are talking about the
same thing. Here are charge slips are called: Charge slips ;-) Routers
Encounters Super Bills Bills and various other names LOL>
If it is the slip that contains the coding...and patient demographics then
to my knowledge we are not required to keep them in MI because the visit is
documentated in the Medical Record and Receivables and Records are never
Now from a billers stand point ....I would keep them for seven years! I
always have the Dr check off his procedures. Should he/she do anything wrong
it would be to my advantage to have the originals. :-) CYOA
- In NY these documents must be retained for seven years. Empire blue
cross/blue shield used to publish a retention of documents manual. Your
local carrier may do the same
Very interesting! I will check with our local BCBSM for some data on this.
I do know as stated in prior post that the record must be kept.....and that
vouchers must be kept but never heard of Routers????
Will get back to you for this States local requirements!