Purpose:
Specify retention periods for HIPAA-related documentation under §164.530(j).
Instructions:
Categorize records by type (e.g., training logs, disclosure logs).
Define retention periods and review annually.
Ensure secure archival or disposal.
Optional Template:
Purpose:
This template provides a framework for tracking and enforcing HIPAA’s six-year documentation retention rule, ensuring compliance with §164.530(j).
Instructions for Use
Populate with All Relevant Document Types:
Include all HIPAA-related documentation, such as training records, NPP acknowledgments, and complaint logs.Ensure Secure Storage:
Specify secure storage locations to prevent unauthorized access or loss.Audit Compliance Regularly:
Verify that all required documents are retained for the full retention period and destroyed securely afterward.Assign Ownership:
Clearly define who is responsible for maintaining, reviewing, and securely destroying records.
Retention Schedule Template
Field | Description |
Document Type | Type of record (e.g., training logs, disclosure logs, access requests). |
Retention Period | Time period for retention (e.g., six years from the date of creation or use). |
Regulatory Requirement | Relevant HIPAA section requiring retention (e.g., §164.530(j)). |
Storage Location | Location where the document is stored (e.g., secure server, filing cabinet). |
Responsible Party | Person or department responsible for maintaining the document. |
Destruction Method | Secure method for disposing of records once retention period has expired.
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