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

Credentialing Resource Center Connection, October 18, 2007

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There are a number of issues you must consider 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 the individual specialties, i.e., pediatrics, etc.?

It is very 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.

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 here.

This week's question was sent in by reader Debra Campbell , CPCS, medical staff credentialing specialist at Tulare (CA) District Healthcare System. It 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., located in Marblehead, MA.

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