There are problems with the method of individual EOB scanning and also solutions to consider. When sending medical records due you send the superbill or just the electronic record? The dental records should be stored securely in a fireproof cupboard or filing cabinet. Whats equally important however, is for your office to have an efficient process for saving these documents that doesnt involve scanning individually into each patients dental chart. In this blog post, we will discuss some of the factors that you should take into account when deciding how long to keep your EOBs. A dental insurance Explanation of Benefits (EOB) or ERA is part of the patient's financial record therefore, an EOB must be maintained. You work for a 575 bed acute care level 1 research center, this hospital is also a teaching hospital that is connected to a university. If you are sued and you do not have the record to defend yourself, you can close the doors of the practice. Keep statements, invoices, bills, and other documents related to medical care and treatment, too. //]]>. Other uncategorized cookies are those that are being analyzed and have not been classified into a category as yet. Be sure to ask your dental office how long they keep records on file so you can be prepared in case you ever need to access them. They should keep them in a safe and secure place, such as a filing cabinet. Not only do the laws vary by state, but they also vary depending on the patient. Electronic Medical Records, Medicare & Reimbursement. Why should I get a breakdown of dental insurance benefits before a patient is treated? These cookies ensure basic functionalities and security features of the website, anonymously. Health Insurance Portability and Accountability Act, http://www.9000world.com/index.php?app=ccp0&ns=display&ref=isoarticle_documentcontrol, http://www.ncbi.nlm.nih.gov/pmc/articles/PMC2430773/. 7 How long should I Keep my Explanation of benefits? Some examples include, A tip about digital records is that you need to make sure someone can access them if you are unable. Our vision for this site is to create a helpful and informative resource for billing and coding related topics. . Most dental practices are small enough that onsite storage of records in paper form is easy and practical. If your state doesnt have a requirement, I suggest defaulting to the 10-year rule. 1 How long does a dental office need to keep EOBs? You dont want to get in trouble for letting a record fall between the cracks. You caught me in a mistake! Store them in a locked filing cabinet or safe that is well-protected, ensuring you share the code or key with a trusted person to access if absolutely necessary, says Minesh Patel, principal attorney of The Patel Firm in Texas. Also, I believe personal insurance (AFLAC, etc.) Providers must have a medical record system that ensures that the record may be accessed and retrieved promptly. how long should a dental office keep eobsapple oxmoor genius bar appointment. Physicians do not need to pay licensing fees indefinitely if they are no longer using the product. Bulk payment means that more than one patients insurance payment is in the check or other form of payment (i.e., EFT, virtual credit card) and multiple patients information is on the same EOB. How long do we have to keep dental records? Before I respond, let me first say that it is always important to check for guidelines specific to your state. //<\/script>'); According to Rule 64B5-17.002 (2), FAC : A dentist shall maintain the written dental record for a period of at least four years from the date the patient was last examined or treated by the dentist. However, by taking all of these into consideration, you can develop a system that works best for your practice. that is made to each form. All rights reserved. The questions end here with some guidelines from experts on which medical records to keep and for how long. In that case, you have a few options for making extra space. There are 2 years of paper on the self. Most state medical boards will advise physicians to offer a copy of their records to patients before archiving them. Welcome to All Things Medical Billing - your comprehensive source for healthcare billing and related topics. But, there can be a time limit to retrieve historical EOBs so it is not a good practice to rely on this method. If they match, that's the amount you'll need to pay. The 2 years of paper records include the contents of the HER, since administration does not trust the HER yet. If you do not retain a record and you are audited, you will not be able to substantiate that the service was provided and that could initiate a full-blown investigation that other payers could jump on. Another factor to consider is whether or not you outsource your billing. I have been working on this for 6 months so here is what I know. You have to follow a certain protocol and ensure that your patients information is kept confidential. Certain software programs, such as Searchable PDF, can be upgraded to allow you to search patient names to find the EOB even faster. I was wondering if you could tell me how long does a ECS(Electronic Claims Submissions) Report need to be kept? You still only need to keep the EOBs for as long as your state mandates. General Recommendations. I am not an expert in ISO, but I looked it up and but here is a snippet from an ISO website that addresses this in part: When a document is updated, a record must be kept of the change (the reasons for and nature of the change). By keeping your Explanation of Benefit reports on file in your home, you can keep track of your prescription drug benefits, changes, and charges on a monthly basis. Make sure its explicitly spelled out in your EMR record two things: chart migration and archiving. Scan paper copies of EOBs and save as one electronic file. Preventative procedures are usually covered almost completely by most dental insurance plans, so taking advantage of preventative dentistry can make your dental insurance much less. Remember, youre responsible for their confidentiality and integrity. Digitally, you have a few options. claims records Medicare creates? How long to keep: Up to 12 months. document.write('