Monday’s Poll: Policies for keeping documentation
During the 4th Annual Residency Program Management Workshop, Ruth Nawotniak asked the audience how many people had unlimited space for storing documentation, resident files, applications, etc. Literally, one very lucky person raised her hand.
As you watch filing cabinet after filing cabinet fill up, many wonder how long you have to keep this information. I’m hoping to get to the bottom of this in the January or February RPA article.
As I research the topic, I am curious to find out how many of your institutions have policies for how long you must keep your files, documentation, etc. Take the survey below!
What do your policies say regarding documentation? Please tell us in the comment box below!
« Residency program quarterly report template | Home | Residency recruitment requirement reminder »
-
Categories
-
Archives
- May 2012
- April 2012
- March 2012
- February 2012
- January 2012
- August 2011
- July 2011
- June 2011
- December 2010
- November 2010
- October 2010
- September 2010
- August 2010
- July 2010
- June 2010
- April 2010
- March 2010
- February 2010
- January 2010
- December 2009
- November 2009
- October 2009
- September 2009
- August 2009
- July 2009
- June 2009
- May 2009
- April 2009
- March 2009
- February 2009
- January 2009
- December 2008
- November 2008
- October 2008
- September 2008
- August 2008
- July 2008
-
Feeds
Julie McCoy
Julie McCoy is the associate editor for the residency market at HCPro, Inc.
Julie has written 293 posts.
Comments
I was not able to access the survey.
I sure would be interested in learning about what to keep and for how long. Also, if we have resident information electronically do we need to keep hardcopies? Evaluations? Schedules? Correspondence, etc?
How long should we be keeping Training Committee Minutes? Journal Club articles? Just until the next PIF?
What about application materials for those that don’t join our program?
We keep files indefinitely because of verification requests that we receive either from the graduates or from credentialing bodies.
We do not have a policy that I know of, however, our department keeps all graduate resident files as well as transferred, or dismissed residents for verification and credentialing purposes.
Other information is kept as long as we can find a place for it. I have a cabinet for inactive files ( history) to include all ACGME and ABOS information.
I do not keep past years application information past one year.
We keep files on actual residents and fellows indefinitely, but luckily we can send the older files to storage and after 10 years, our GME office does the credentialing verifications.
As we have an NIH training grant some of our residents are eligible to be supported by, I have to keep basic files on all applicants for a 10-year period. I try to PDF as much as I can, now, as opposed to hard copies. Saves on space and saves the forests.
There is no option for yes, we have a policy!
1) Application material from all applicants, who have applied to the training program, must be retained for three years. (ERAS)
2) Demographic and summary data regarding individuals who have been appointed to the Graduate Staff must be retained permanently. (Resident/Fellow files)
We also keep these records or files indefinitely because of credentialing requirements. The school of Medicine took over the sponsorship of the programs from the Puerto Rico Department of Health in 1986. When we receive requests for training verification for years before this date, we are often unable to certify training, creating significant problems for our program graduates.
Information on interviewed/not interviewed applicants we keep for 4 years. Actual housestaff that have trained at our institution are kept indefinitely on Filebound, an eletronic scanning program that is web-based.
Leave a Comment