Risk Management
- Q. How do I proceed with closing my practice?
- A. There are specific guidelines regarding the closing of a practice. Information may be obtained from the Texas Medical Association. For a retirement checklist click here.
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- Q. How long do I have to retain medical records?
- A.
- Adults: All records must be kept for at least 7 years from the last date of treatment
- Minors: All records must be kept for 7 years from the last treatment date or until the child turns 21 whichever is longer. (TSBME update 09/14/03). However it is recommended that the record be kept for 2 years after the statute for discovery purposes.
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- Q. Do I need to have my patients who are prescribed HRT sign a consent form?
- A. Yes. It is in your best interest to explain both the risks and benefits to your patients as well as have them sign a consent form acknowledging that the risks and benefits have been explained. Retain the original form for your records and send a signed copy home with the patient. For a sample form click here.
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- Q. When I give my patients sample medication do I need to keep a log?
- A. Yes you need to keep a log in the sample medication cabinet that lists the medication name, dosage, amount, patient name, and lot number. You will also need to record the medication name, dosage and instruction information in the patient chart.
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- Q. Our office needs to establish a follow up system. Can you recommend the best method?
- A. There are several methods your office can use for follow up purposes. One method is a tickler file or paper trail that is tracked daily, weekly, monthly however you choose as long as it is done. Many office software systems have recall or follow up methods that can be used however again you need to be sure that there are protocols in place and that the protocols are being followed. Call our Risk Management Department for further assistance and details if needed.
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- Q. I have received letters from some of my patients regarding HIPAA privacy rules and release of information. How should I respond to these letters?
- A. You need to be sure you have written policies and procedures in place that outline how your office handles release of information. You can respond in a simple letter explaining that your office is HIPAA compliant and follows the policies and procedures set forth by HIPAA. For a copy of the Summary of The HIPAA Privacy Rule they can visit http://www.hhs.gov/ocr/hipaa.
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