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Types of Medical Record Storage

Medical records include such things as history, physical, lab reports, medications and surgeries. Maintaining records in a secure place in order to protect the patient is the most important aspect to consider when storing information. Patient records cannot be removed from a facility except by court order, subpoena or required by law so it is essential to have files in a safe and secure area with limited access. Types of medical record storage include such things as locked cabinets or rooms and computers.

  1. Paper

    • Traditionally, medical records were all done on paper and kept in a filing cabinet. Paper files take up a lot of room requiring extra space, especially with a large office. In 2003, the Health Insurance Portability and Accountability Act enacted laws regarding protected health information that prevents unauthorized people from gaining access to patient records. This requires having a system in place where files are kept in a locked cabinet, room or building with a limited number of people having access. Those who have access may be required to use keys, swipe an ID card or enter a code on a keypad to gain admittance.

    Combination Paper and Computer

    • Most offices have computer software that allows office personnel to enter or scan patient information into the system or the doctor to enter directly from a mini-laptop or other electronic device, limiting physical storage of files. Medical records need to be maintained for about seven years, requiring large computer memory. It is important to have a system in place for tracking records, especially when files are split between physical and computer storage. It is also important to protect the system with passwords that are changed frequently and limit the number of staff whom has access to the information.

    Electronic Health Record

    • The most current push has been towards a standardized national health record system where all a patient's records are combined in one database and can be accessed from any doctor at any facility. This type of medical record storage is safer for the patient due to everything being in one place. A doctor that accesses the information will have your entire history, reports and medications from everywhere you have ever been in any state, reducing the potential for medical mistakes. Safeguards need to be in place to prevent loss, destruction and tampering with information.

    Personal Health Record

    • This type of medical record storage, also called a portable health record, is controlled and maintained by the patient. The device can be something that you carry, such as a USB flash drive, or maintained online with a password-protected account. All medical history is gathered across all sources into one place by importing, scanning or entering data by the individual patient. It is important to keep this information accurate and up-to-date to avoid medical mistakes.

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