PL Pediatrics Medical Record Retention Policy

Regulations of the Board (18VAC85-20-26) state that Practitioners must maintain a patient record for a minimum of six years following the last patient encounter with the following exceptions:

1) Records of a minor child,including immunizations, must be maintained until the child reaches the age of 18 or becomes emancipated, with a minimum time for record retention of six years form the last patient encounter regardless of the age of the child.

2) Records that have previously been transferred to another practitioner or health care provider or provided to the patient or his/her personal representative; or 

3) Records that are required by contractual obligation or federal law to be maintained for a longer period of time.

After October 19, 2005, practitioners must post information or in some manner inform all patients concerning the time frame for record retention and destruction. Patient records can only be destroyed in a manner that protects patient confidentiality, such as by incineration or shredding.