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Ask the expert: How long must a credentials file be kept and what should it contain?

Credentialing & Verification Update, March 26, 2008

You must address a number of questions before destroying any credentials files or contents thereof, including the following:
1. Does the system, hospital, or department have an archive/retention policy?
2. What does your facility's legal counsel advise?
3. What are your state statute requirements for individual specialties (e.g., pediatrics, etc.)?

It is risky for a consultant to answer such a broad of a question without specific knowledge of the above factors, as the ramifications of weak advice can increase the liability risk to a hospital. My bottom line recommendation is that MSPs should research the considerations above, write a policy and have it approved by the medical staff, and develop and implement a plan of action that supports the policy.

Note: You can determine the contents of a credentials file by using the audit tool in Credentialing Audits: Tools for Compliance and Reduced Liability, by Vicki L. Searcy, CPMSM, available at www.hcmarketplace.com/prod-4486.html

This week's question was answered by Donna Goestenkors, CPMSM, a consultant specializing in the areas of credentialing and privileging with The Greeley Company, a division of HCPro, Inc.

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