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When space is a premium: Strategies for maintaining and storing credentials files

Credentialing & Verification Update, March 14, 2007

Most credentials files contain large amounts of material (e.g., letters received thanking physicians for service on committees) that is extraneous to the credentialing function. Purge credentials files to considerably reduce the overall volume.

Instititions interested in minimizing the number of documents in each file should first establish a policy that indicates what must be maintained and what can be eliminated from the file without compromising the institution's ability to defend itself in a negligence case or provide information about the practitioner to other facilities.

Tip: Consider storing credentials files in a scanned, digitized, or other electronic form to save physical space.

Maintain the credentials files of practitioners who no longer provide care or services at your facility for a period of seven to 21 years. If the practitioner ever treated an infant or pediatric patient, it is widely recommended that the file be maintained for 21 years. If the practitioner treated only adults, it would likely be acceptable to maintain the file for only seven years.

Note: Because individual state laws and regulations vary on this issue, seek advice from an experienced healthcare attorney regarding the issue of "age of retention."

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