CHA News Article

Hospitals Must Retain Accounting, Payroll Records for at Least 10 Years

A new state law, effective Jan. 1, requires hospitals and other providers of health care services rendered under Medi-Cal or any other Department of Health Care Services program to keep records for at least 10 years. Specifically, AB 1688 (Chapter 511, Statutes of 2017) requires the following records be kept for 10 years:

  • Billings
  • Treatment authorization requests
  • Copies of remittance advices that accompany reimbursement to providers for services/supplies provided to beneficiaries
  • Individual ledger accounts reflecting credit and debit balances for each beneficiary
  • Copies of original purchase invoices for medication, appliances, assistive devices, written requests for laboratory testing and all reports of test results, and drugs ordered for or supplied to beneficiaries
  • Book records of receipts and disbursements by the provide
  • ​All medical records (including identification of the person rendering services), service reports and orders prescribing treatment plans
  • Records of medications, drugs, assistive devices or appliances prescribed, ordered for, or furnished to beneficiaries
  • Patient logs, appointment books or similar documents showing the date and time allotted for psychiatric or psychologic appointments for each patient or group of patients, and the time actually spent with the patients
  • Employment records including shifts, schedules and payroll records of employees
  • Records of receipts and disbursements of personal funds of beneficiaries held in trust by the provider, if any

These records must be kept for 10 years after the final date of the contract period between the plan and the provider (for managed care enrollees), from the date of completion of any audit, or from the date the service was rendered, whichever is later.