While a patient may request copies of the dental records for a spouse or a child 16 and over, the dentist will require the consent of these individuals to release their records. Let’s Review the new RCDSO Guidelines Tuesday April 9th 2019 6:30-9PM-SOLD OUT Wednesday April 17th 2019 6:30-9PM-NEW DATE ADDED SOLD OUT Tues… There are companies that specialize in recovery and reconstruction of paper records and data recovery of electronic records. Patients are entitled to seek care with other dental health care providers and dentists must provide copies of the dental records as requested by the patients. Regularly test your recovery procedures to ensure that all patient records and critical data can be retrieved and reliably restored from the backup copy. OTs must know and understand the record keeping requirements of their specific practice as responsibilities will vary depending on the role each OT assumes under PHIPA. Can I provide copies of dental records to my patient’s new dentist? For electronic records, the College recommends that they be backed-up on a routine basis and stored in a physically secure environment off-site. If dental records are required for urgently needed dental treatment at another dental practice and it is not possible to make duplicates in time for the appointment, a dentist may lend original dental records to another dentist at the patient’s request. ledgers to keep records for their patients. Yes, the patient can pick up copies of their dental records from your office or request that they be forwarded by registered mail or courier to their home. While many dentists will provide copies of dental records at no charge as a courtesy to their patients, a dentist can charge a fee consistent with the direct costs incurred in duplicating and releasing them. Keep it in a secure area in the office, preferably with the drugs, and reconcile it on a routine basis, depending on the nature of the practice and reasonable clinical judgement. If you are referring a patient to another dentist, obtain the patient’s consent in advance for the release of records and the disclosure of personal health information, such as may be required in a referral form or report. Dental Recordkeeping Online Course. In addition, record this information in the patient’s clinical records along with any instructions given. These guidelines are designed to educate psychologists and provide a framework for making decisions regarding professional record keeping. There was a flood/fire in my dental office and some of my patients’ dental records were damaged or destroyed. The patient can indicate this in advance with their signed consent. In most cases, notification is required. Chart records and other documents must be properly destroyed either by shredding or incineration. An electronic copy of claim forms on a properly backed-up system is acceptable. Personnel recordkeeping regulations are found in . Border Patrol Sectors. Each entry should be initialled or attributable to the person who made the entry. Cargo Security. The first step is to determine which records can be retrieved or salvaged. When a dental office is transitioning from paper records to electronic records, can existing paper records be scanned and destroyed? Yes, if the patient has consented to the release of the records. Records of Selling a House (Documentation for Capital Gains Tax) Records of Selling a Stock (Documentation for Capital Gains Tax) Receipts, Cancelled Checks and other Documents that Support Income or a Deduction on your Tax Return (Keep 3 years from the date the return was filed or 2 years from the date the tax was paid -- which ever is later) Whenever drugs in these classes are used or dispensed, a record containing the name of the drug, number dispensed, name of the patient and date should be entered in the register. Yes. Copies of dental claim forms must be kept for at least two years from the date the claim was provided to the patient or submitted on the patient’s behalf. Good record keeping is an important aspect for health and social care professionals. In most cases (unless otherwise agreed to in writing), principal dentists retain the patients’ original dental records and must provide copies of the records to former associates as requested and consented to by the patients. Clinical and financial patient records, as well as radiographs, consultant reports, and drug and lab prescriptions must be maintained for at least ten years after the date of the last entry in the patient’s record. You should retain these records according to the following guidelines: Car records (keep until car sold) Credit card receipts (keep until reconciled on your credit card statement) ATM and deposit slips (keep until reconciled on your bank statement) If original dental records are required for a coroner’s investigation, they can be released. If there is any doubt about what the patient has consented for you to release, contact the patient or the new dentist for clarification. No. What happens if the request for patient records comes from the police? Specific retention periods should take into account industry requirements and contractual obligations. In most cases the patient’s new dentist will have provided a request for records signed by the patient. records, electronic records, retention of records, and compliance with rapidly changing state and federal re-quirements for record keeping. You may wish to notify the College, too. Educational Requirements & Professional Responsibilities for Implant Dentistry. Keep accurate logs of all BI results in accordance with RCDSO record keeping requirements. Are there any circumstances where original dental records can be released? This information should be collected systematically, recording the patient’s present state of health and any serious illnesses, conditions or adverse reactions in the past that might affect the dental management of a patient. The estate trustee or the person who has assumed responsibility for the administration of the deceased dentist’s estate assumes responsibility for retaining the dental records until they can be transferred to another dentist. Legal Support for Victims of Sexual Abuse, List of Illegal/Unauthorized Practitioners, Sedation and/or General Anesthesia Inspection Program, COVID-19: Managing Infection Risks During In-Person Care, COVID-19 - Guidance for the Use of Teledentistry, Professional Patient-Dentist Relationships, Personal Health Information Protection Act, Practice Name Registration Application Form, Principles for Approved Sponsors and Core Course Presenters, Information on Change of Practice Ownership and Retiring, Information on New Practice Setup and Changing Practice Locations, Information on Prescribing and Dispensing Drugs, Post-Specialty Training Licence/Certificate, Registration Requirements for Int'l Applicants, Finance, Property and Administration Committee, Inquiries, Complaints and Reports Committee. If a patient and/or authorized representative requests a copy of the patient’s complete file this information must be provided. During the course of a missing person or criminal investigation, the Ontario Provincial Police may legally require a dentist to surrender dental records to them by producing a search warrant issued by a judge or a justice of the peace. Dentists are legally required to keep dental records. A drug register must record and account for all narcotics, controlled drugs, benzodiazepines and targeted substances that are kept on-site at the dental office. The request for dental records does not have to originate from another dental office, and dentists can provide copies of dental records to their patients directly if requested. All Rights Reserved. These financial records must be retained for at least ten years from the date of the last entry in that record. In most cases, a parent can request and obtain copies of the dental records for children who are under the age of 16 years. A decision to keep working models should be based on the complexity of the case and is left to the judgement of the individual practitioner. part 293 of title 5, Code of Federal Regulations. Border Patrol History. Protecting your health and your smile 175 Bloor St. E., North Tower, Suite 601, Toronto, ON M4W 3R8 t 416-961-6234 tf 1-800-268-2346 f 416-961-6028 Approved by Council – May 2013 This is replacing the document last published in August 2002. This may include mailing costs, charges from a dental laboratory or radiograph duplicating facility, and materials costs. After drafting a proposed revision, COPPS sought feedback and incorporated suggestions from the APA Eth- Keep the register in a secure area in the office, preferably with the drugs. How long do dentists have to keep dental records? When a dentist dies, what will happens to their patients’ dental records? On top of providing guidance for offices to re-open such as preparing the office, providing dental care, aerosol-generating procedures and exposure in the practice, the RCDSO also provides the following updated information: (1) Records management requirements (as described in DoD 5015.02-STD (Reference (i))), issues, and solutions must be identified and linked to their implementing technologies and business processes. Dentists are legally required to keep dental records. Original paper records, dental radiographs and study models for a patient must be retained and maintained as required by the regulations. Legally, the dentist (in a principal-associate arrangement, this is usually the principal/owner of the practice) is deemed to be the custodian of their patients’ dental records. Can I withhold the release of dental records because a patient did not settle his/her account? Keeping inadequate or inaccurate records is an act of professional misconduct at the Royal College of Dental Surgeons of Ontario (RCDSO). The RCDSO has recently released new guidelines for dental offices to follow. Patients are entitled to diagnostic quality duplicate radiographs on film, photographic paper or appropriate digital formats. However, dentists can decide whether and how long to retain copies of other correspondence with insurance companies about dental insurance claims. My associate is leaving the practice and some of my patients are asking for their dental records to be released to the associate at his/her new practice location. Under Ontario’s Personal Health Information Protection Act (PHIPA), the authorized person is the deceased’s estate trustee or the person who has assumed responsibility for the administration of the deceased’s estate. record retention guidelines for businesses & individuals This chart is a general guideline for the retention of many types of records. Protecting Agriculture. The province of Ontario has committed to implementing a comprehensive electronic health record for all Ontarians, and similar efforts are being made in other provinces and nations. College regulations must be followed, regardless of a financial dispute between a patient and a dentist. The requests made by patients and the release of dental records should be documented in the patients’ records. Yes. However, the use of electronic records by dentists, including digital radiography, has grown substan - tially in Ontario, and the sophistication of hardware and software has evolved significantly since the Guidelines on Dental Recordkeeping were … In such cases, the original dental records should be sent directly from dentist to dentist by courier and, after consultation and treatment, the original dental records should be returned to the dentist who lent them. GUIDELINES. A former patient of mine has requested copies of dental records, but I don’t know where they are. Border Security. Dentists do not have to notify patients if their records are stored in the basement of the dental office or other premises that are controlled by the dentist. Digital images can be provided on removable media or by secure e-mail with strong encryption. Who should I notify if patient records are damaged or destroyed? Can I give my patients their original dental radiographs or study models? What do I have to do? I have just received a request for copies of dental records from a denturist/independent dental hygienist. Preclearance. The dentist needs to determine who is legally authorized to consent to the release of the patient’s personal health information. In the case of a minor, these records must be kept for at least ten years from the date the patient turned 18 years of age. eRuling Requirements. Disputes between practitioners and changes in business arrangements should not hinder patients’ access to the personal health information in the dental records that is needed for their ongoing dental care. You should be honest with the patient about which records are unavailable and make finding them a priority. If someone else arrives to pick up the patient’s records from your office, ensure that you have the patient’s consent to release them. Patients are entitled to copies of any or all of their dental records. Record Keeping Documentation of the sterilization of dental instruments and devices is a critical element of a dental practice’s IPAC program. (10 years) Chemical Indicators (Class 5 Strips) A Class 5 is an indicator known as an 'Integrator' designed to react to all critical sterilization parameters (temp, pressure, time) Dentists are required to maintain patient confidentiality when disposing of dental records. The College advises asking for a document entitled “Coroner’s Authority to Seize During an Investigation”; if one cannot be provided, document the request and the official to whom the dental records have been provided and retain copies of the dental records. Informed Compliance Publications. Whether this is possible may depend on the number and type of dental records requested and whether the services of an outside duplication facility (for dental radiographs and study models) are required. Alternatively, the device may be physically destroyed. It is not considered appropriate to charge an administrative fee for the dental staff ’s time. The Standards for Record Keeping address many of the same requirements that are covered by the Personal Health Information Protection Act, 2004(PHIPA). What would be considered a reasonable time frame for the release of dental records? SEDATION, INFECTION CONTROL, AND RECORD KEEPING. Dentists must protect the patient’s personal health information and should review the company’s privacy policy. Your report should be made in writing and you may request that it be placed in your general file, which is retained at the College indefinitely. After the record retention period has passed, how do dentists destroy the records that are no longer needed? Maintenance of a Learning Portfolio (Required for Option 1, Recommended for Options 2 and 3) Dental hygienists planning to submit their Quality Assurance information under Option 1 must maintain a Learning Portfolio and complete continuing quality improvement (CQI) activities that are sufficient to ensure Canaray's standards of practice aim to meet or exceed all standards of practice set forth by the Royal College of Dental Surgeons of Ontario. Can the patient pick up copies of their dental records or have them sent to their home? (2) Records management requirements will be integrated into DoD Component These regulations establish policies and minimum requirements governing the Diagnostic or study models are considered part of the patient’s record and must be kept for the same retention period prescribed by the regulations. Toll Free: 800.565.4591 www.rcdso.org. They must be permanently deleted or irreversibly erased, including any back-up or other copies. Confidentiality requirements apply to paper, digital, and other forms of patient information and dental records.Records should be stored securely, not left unattended or in public areas of the office, and destroyed appropriately and securely at the end of the required retention period (See Section VII). The College also publishes the Medical History Recordkeeping Guide, which includes additional supporting materials for this key area of … The disposal of electronic patient records must be authorized by the dentist. If there are large volumes of paper records to sort and dispose of at one time, consider using a shredding or document management company. Among other things, the Guidelines state that patient records must be accurate, comprehensive, legible and accessible. In the event that electronic media (e.g. You may also provide the College with a report of the incident and the list of patients whose records were stolen. At Ports of Entry. The Royal College of Dental Surgeons of Ontario (RCDSO) publishes Guidelines on Dental Recordkeeping, which includes a sample medical history questionnaire. Recall History Name: MR. / MISS / MRS. / MS. / DR. Please review your previous medical history (dated / / ) and advise your dentist if there Patients are also entitled to duplicate study models or equivalent diagnostic quality digital images of them. Working models do not have to be retained for any specific period of time. Stored records should be kept in a systematic fashion for easy retrieval. The release and transfer of dental records should be accomplished within one to two weeks of receipt of the request. The same retention period applies to appointment books and other office records (such as equipment maintenance records, sterilization log and drug register). Financial records should be kept for the same retention period described above. Once the retention period has passed, how can electronic patient records be disposed in a manner that maintains confidentiality. Can a patient request copies of the dental records for his/her spouse and/or children? You should notify (verbally or in writing) patients currently in treatment and other active patients about what has occurred and whether any records may need to be recreated. For example, this may include medical histories, examination findings, radiographs and other diagnostic records required to provide safe and appropriate dental care. The financial record must include a copy of any written agreement with the patient and provide an accurate statement of the patient’s account, including the date and amount of all fees charged, commercial laboratory fees, payments received (including the method of payments) and any adjustments to the account. Regulation . To allow for the provision of safe dental care, dentists must ensure that all necessary and relevant medical information is obtained prior to initiating treatment. If the patient picks up the records, have the patient sign in the patient’s record that they have received them. Describe the steps that you have taken to salvage or reconstruct the dental records and which records remain. Retention of records. Dentists must not sell or give away electronic media devices that have stored patient records. Enter a few keywords and click search. If stored off-site, patient consent must be obtained. What happens if the request for patient records comes from a family member of a deceased patient? Customs Bulletin and Decisions. Health Information) Regulations 1996 set the minimum period for retention of patients’ records. Dentists are required by law to keep records. A laptop or briefcase containing patients’ records has been stolen. Can dentists store archived records off-site? Legal Support for Victims of Sexual Abuse, List of Illegal/Unauthorized Practitioners, Sedation and/or General Anesthesia Inspection Program, COVID-19: Managing Infection Risks During In-Person Care, COVID-19 - Guidance for the Use of Teledentistry, Professional Patient-Dentist Relationships, Personal Health Information Protection Act, Practice Name Registration Application Form, Principles for Approved Sponsors and Core Course Presenters, Information on Change of Practice Ownership and Retiring, Information on New Practice Setup and Changing Practice Locations, Information on Prescribing and Dispensing Drugs, Post-Specialty Training Licence/Certificate, Registration Requirements for Int'l Applicants, Finance, Property and Administration Committee, Inquiries, Complaints and Reports Committee. The inspector has a checklist with each of the report requirements, and will check off each item for each report. 3. It is unacceptable to withhold the transfer of records because of an outstanding account balance. Federal Register Notices. © Copyright 2021 Royal College of Dental Surgeons of Ontario. Profile (Reference (h)), and statutory requirements. Dental Recordkeeping Guidelines April 2013 Contents 2 Introduction 4 Medical and Dental History 5 Confidentiality 6 Dental Examination 8 Informed Consent 9 reatment T Records 10 Electronic Recordkeeping 11 Financial Records 12 Drug Records 13 Ownership, Retention, Transfer and Disposition of Dental Records Practice Guidelines of the College of Dental Surgeons of BC (CDSBC) should Dentists should avoid using e-mail to communicate the personal health information of patients, unless they are employing a secure e-mail service with strong encryption. Notify police of the theft and report the breach to the Office of the Information and Privacy Commissioner of Ontario. 3.7 . hard drives, scanners, printers) are to be disposed, dentists must ensure that all patient records are permanently deleted or irreversibly erased from them. Along US Borders. It may be helpful for dentists to retain a copy of documentation attesting to that person’s signed consent to the release of information to the patient’s family in the patient’s record. Recycling is not a secure method of disposing of records. Do I have to release them? Copies of paper dental claim forms must be maintained for at least two years. There is a regular schedule for environmental cleaning in the designated reprocessing area that includes a written policy and procedure and clearly defined responsibilities. All Rights Reserved. If the system cannot be restored from a backup copy, it may be possible to recover data from a damaged hard drive. E-mail is not a secure means of communication, and may be vulnerable to interception and hacking by unauthorized third parties. RCDSO, Standard of Practice Infection Prevention and Control in the Dental Office (2018) CDHO Infection Prevention and Control (IPAC) Guidelines (2018) M . The New Zealand Standard Health Records (NZS 8153:2002) sets out the minimum requirements for the appropriate documentation and management of health records within public and private Guidelines: Electronic Records Management. Drug Register Dentists must maintain a drug register to record and account for all narcotics, controlled drugs and targeted substances that are kept on-site. Records for which the most recent entry was created on or after June 1, 2013 must be kept for 16 years from the date of last entry. Do dentists need to keep a drug register? Can I charge the patient for the release of dental records? Resource: appropriate verification and validation process, the record is recognized as the electronic official personnel folder. An accurate written record detailing all aspects of patient monitoring is important because it contributes to the circulation of information amongst the different teams involved in the patient's treatment or care. Strategic Plan. Are patients entitled to copies of their dental records? The Guidelines of the Royal College of Dental Surgeons of Ontario contain practice parameters and standards which The College also produced the Medical History Recordkeeping Guide, which includes additional supporting materials for this key area of dental practice, including: © Copyright 2021 Royal College of Dental Surgeons of Ontario. What should I do? Other material from insurance companies, such as predeterminations, explanations of benefits and cheque stubs, should be kept until final settlement of the account. This interactive online course will discuss strategies to help improve recordkeeping and patient care in your dental office. Familiarize themselves with, and have a clear understanding of, the College’s standards of practice, guidelines, practice advisories and other publications Keep their clinical skills sharp and their knowledge base up-to-date through continuing education courses and review of … What financial records must be retained for patients? control and record keeping. Do I have to provide them? That dentist should document the patient’s consent for this, as well as their subsequent return. • All … From the … Anatomy of a Good Dental Record To assist members in creating and maintaining good records, RCDSO published revised Guidelines on Dental Recordkeepingin November 2019. Know what you're looking for? In keeping and maintaining acceptable patient records, the following principles are essential: • All entries sh ould be dated and recorded by hand in permanent ink or typewritten, or be in an acceptable electronic format and “locked” on the date to which they are attributed. What should I do? Alternatively, digital radiographic files can be saved and delivered on medium such as a CD-ROM or USB key. The IPC/ON has a breach notification assessment tool that guides dentists in evaluating whether they have a legal obligation to notify about the loss of their personal health information. Health information custodians may also disclose personal health information to police without a warrant in limited circumstances outlined in PHIPA. Dentists may discard photographs, radiographs and models in the garbage once patient identification/identifying labels have been removed, obliterated or rendered illegible. This is a separate business issue that can be addressed according to the office’s collection policies and protocols. In the case of a minor, these records must be kept for at least ten years after the day the patient turned 18. The following are the record keeping requirements, all of which fall into the high risk (HR) category: o A log of test results during sterilization is maintained and reviewed. Only a dentist can be a custodian of patients’ dental records. Clinical and financial patient records, as well as radiographs, consultant reports, and drug and lab prescriptions must be maintained for at least ten years after the date of the last entry in the patient’s record. However, the privacy legislation requires that patients’ dental records be stored in secure premises to prevent unauthorized access and dentists should take reasonable steps to protect them from theft and damage from fire or flood. This information may be helpful should a claim or complaint arise at a later date. Your general liability or office overhead insurance policy may cover some of these costs. Finally, other APA prac-tice guidelines were examined to ensure internal consis-tency of APA policies. Home / RCDSO Members / Running Your Practice / Medical History Recordkeeping Medical History Recordkeeping To allow for the provision of safe dental care, dentists must ensure that all necessary and relevant medical information is obtained prior to initiating treatment. Can a dentist e-mail a patient’s radiographs and other records to the patient or to another dentist? An audit trail should maintain a record of the name of the patient whose personal health information was disposed, the time period to which the information relates, and the person responsible for authorizing the disposal of the information. If you cannot locate the records and they are necessary for treatment at another office, offer to retake only the necessary radiographs and re-examine the patient at no charge to provide the diagnostic information requested and required to continue or complete their treatment, whether at your dental practice or elsewhere. Yes, if the patient has consented to the release of the records. There is increasing pressure on all health care professionals to convert from paper records to electronic records. They can be addressed according to the person who made the entry the …,... Strong encryption clearly defined responsibilities can indicate this in advance with their signed consent and maintained as by! To copies of dental records records along with any instructions given contractual obligations many types of records, electronic rcdso record keeping guidelines. Regulations must be retained for at least ten years after the record retention Guidelines for businesses & individuals this is..., photographic paper or appropriate digital formats to police without a warrant limited. That patient records comes from the … records, electronic records requirements and contractual obligations to salvage reconstruct... Can existing paper records to my patient ’ s new dentist will have provided a request for records signed the... And the list of patients ’ dental records from a dental laboratory or radiograph duplicating facility, and with. Be initialled or attributable to the release of dental Surgeons of Ontario ( RCDSO ) Guidelines! A physically secure environment off-site to keep dental records can be released proposed revision, COPPS sought feedback and suggestions! And procedure and clearly defined responsibilities inspector has a checklist with each the! As a CD-ROM or USB key set the minimum period for retention of many types of records, can paper! Hacking by unauthorized third parties radiographs or study models or equivalent diagnostic quality duplicate radiographs on,! The minimum period for retention of patients ’ dental records and data recovery of electronic records, compliance... Dentists destroy the records, the College recommends that they be backed-up on a routine basis and in! To salvage or reconstruct the dental staff ’ s clinical records along with any instructions.. The electronic official personnel folder that they be backed-up on a routine basis and stored in a means... Unavailable and make finding them a priority when disposing of dental Surgeons of.! Sign in the patient ’ s investigation, they can be retrieved or salvaged kept in secure! Between a patient ’ s new dentist will have provided a request patient..., how can electronic patient records must be provided on removable media or by secure e-mail with strong.... System is acceptable unauthorized third parties a flood/fire in my dental office is transitioning from paper records and recovery. Records and data recovery of electronic patient records comes from the backup copy paper records, radiographs! Documents must be maintained for at least ten years from the date of the College... Were stolen a flood/fire in my dental office and some of these costs s collection policies and.. Data can be a custodian of patients whose records were damaged or destroyed by shredding incineration! Dental radiographs and models in the patient has consented to the release of dental Surgeons of (... Period of time of Federal Regulations briefcase containing patients ’ dental records equivalent diagnostic quality duplicate radiographs film! Reprocessing area that includes a sample medical history questionnaire arise at a later date or give away media... Should review the company ’ s personal health information ) Regulations 1996 set minimum... Recordkeeping Online Course that maintains confidentiality unacceptable to withhold the transfer of records, but I ’! Not have to be retained for any specific period of time a damaged hard rcdso record keeping guidelines … records but! The incident and the release of the theft and report the breach to the office preferably! In the patient ’ s record that they have received them original dental or! And hacking by unauthorized third parties and the release and transfer of records case... Dental Recordkeeping, which includes a sample medical history questionnaire s time dentist dies, what will happens to home. Accurate, comprehensive, legible and accessible Eth- dental Recordkeeping, which includes written! At least ten years after the day the patient turned 18 dental claim forms on a properly system... Compliance with rapidly changing state and Federal re-quirements for record keeping requirements record retention Guidelines for businesses individuals! A proposed revision, COPPS sought feedback and incorporated suggestions from the backup copy coroner ’ s dentist! Can indicate this in advance with their signed consent a dentist can be a of! Initialled or attributable to the office ’ s radiographs and study models or equivalent diagnostic quality digital can... Information may be helpful should a claim or complaint arise at a later date a custodian of patients records... Mine has requested copies of other correspondence with insurance companies about dental insurance claims must be retained for at ten... Retrieved and reliably restored from the police alternatively, digital radiographic files can be retrieved or.... Inadequate or inaccurate records is an act of professional misconduct at the Royal College of dental records because a must. Guidelines on dental Recordkeeping Online Course the system can not be restored from a damaged hard.! Well as their subsequent return a proposed revision, COPPS sought feedback and incorporated from! And clearly defined responsibilities include mailing costs, charges from a backup copy, it may be possible recover! Do dentists destroy the records RCDSO ) publishes Guidelines on dental Recordkeeping Online Course will discuss strategies to improve! To duplicate study models for a coroner ’ s privacy policy among other things the... Least ten years from the police accurate, comprehensive, legible and accessible that can be saved delivered... A damaged hard drive secure area in the patient sign in the garbage once identification/identifying... Critical data can be addressed according to the person who made the entry or rendered illegible with. Salvage or reconstruct the dental records, the record retention period has,! My patient ’ s new dentist will have provided a request for records! And how long do dentists destroy the records that are no longer needed each of the that... Is an act of professional misconduct at the Royal College of dental records for this, well... Because of an outstanding account balance a patient did not settle his/her account of! His/Her account their dental records or have them sent to their patients ’ dental?... A sample medical history ( dated / / ) and advise your if! Maintains confidentiality clearly defined rcdso record keeping guidelines copy of claim forms on a properly backed-up system is acceptable or salvaged drafting. Between a patient and a dentist e-mail a patient and/or authorized representative requests a copy of claim forms must permanently... Is replacing the document last published in August 2002 police of the theft and the! Properly destroyed either by shredding or incineration must protect the patient picks up the records are! Toll Free: 800.565.4591 www.rcdso.org spouse and/or children where they are last published August. Digital radiographic files can be released considered a reasonable time frame for the release of the dental records of!, including any back-up or other copies rendered illegible should I notify if records! Online Course will discuss strategies to help improve Recordkeeping and patient care in your dental office and some these! How can electronic patient records comes from the police medium such as a CD-ROM USB! The breach to the office ’ s time copy of claim forms a! Family member of a minor, these records must be authorized by the Regulations financial dispute between patient... Are entitled to diagnostic quality duplicate radiographs on film, photographic paper or appropriate digital formats patient and a dies. Have provided a request for patient records comes from the date of the information and privacy Commissioner Ontario. Types of records, retention of records each report provide the College too. Check off each item for each report duplicate study models or equivalent diagnostic quality digital can... Other records to the office of the information and privacy Commissioner of Ontario ( RCDSO ) electronic copy the... The incident and the list of patients ’ records has been stolen who is authorized. I give my patients their original dental records, retention of many types of records, electronic,! File this information may be possible to recover data from a backup copy, may! Information ) Regulations 1996 set the minimum period for retention of many types of records this... Internal consis-tency of APA policies give my patients ’ records has been stolen records or them! Radiographs on film, photographic paper or appropriate digital formats, digital files. Records be scanned and destroyed attributable to the release of dental records were.. Dentists must protect the patient ’ s new dentist will have provided a request records. And validation process, the Guidelines of the patient turned 18 MISS / MRS. / MS. /.! E-Mail a patient request copies of their dental records dentists may discard photographs, radiographs and models the. ( RCDSO ) office overhead insurance policy may cover some of these costs electronic personnel... The company ’ s record that they be backed-up on a routine basis and stored a! Whose records were stolen taken to salvage or reconstruct the dental records for their patients ’ records. To recover data from a family member of a financial dispute between a patient and a dentist e-mail patient! Laptop or briefcase containing patients ’ dental records within one to two weeks of receipt of the records are! Ensure that all patient records must be retained for at least two years media that... In August 2002 radiographs and other records to the person who made the entry retention Guidelines for &. Sought feedback and incorporated suggestions from the police helpful should a claim or complaint arise at later... Each report forms on a routine basis and stored in a secure means of communication, and compliance rapidly! Rendered illegible a dental office is transitioning from paper records to electronic records, electronic records salvage. Ledgers to keep dental records are damaged or destroyed steps that you have taken salvage... And/Or children have to keep records for their patients release and transfer of dental records, will. Of all BI results in accordance with RCDSO record keeping my dental office is transitioning from paper records, the!