// RECORDS MANAGEMENT
// RECORDS MANAGEMENT
NEW YORK
MEDICAL RECORDS CUSTODIAN
Retiring or Closing Your Medical Practice in New York?
We Handle Your Patient Records – Legally and Securely
Are you retiring or shutting down your medical practice in New York? One of the most important — and often overlooked — responsibilities is managing your patient medical records in compliance with HIPAA and New York State law.
As your trusted Medical Records Custodian, we make sure your patient records are properly secured, accessible, and legally managed — so you can walk away with peace of mind.
Medical Record Requirements for Retiring Doctors in New York
Even after retirement, you’re still legally responsible for medical record retention and release unless you designate a proper custodian.
Whether you’re a solo practitioner in New York City or part of a group practice in Albany, if you’re closing your doors, New York law requires you to retain and provide access to patient records for a specific period – an essential part of how to store patient records after retirement in New York.
New York Medical Record Retention Laws
Medical records shall be retained in their original or legally reproduced form for a period of:
- At least six years from the date of discharge
- Or Three years after the patient’s age of majority (18 years), whichever is longer
- Or at least six years after death
Read the official New York State medical records regulations here.
Additional resources on New York Medical Records Regulations:
- ACP Closing Practice or Retiring Checklist
- Cost for Patients to Request Records in New York
- Records Retention Laws for Psychologists in New York
- Records Retention Laws for Physical Therapists in New York
- Records Retention Laws for Occupational Therapists in New York
- Records Retention Laws for Chiropractors in New York
- Records Retention Laws for Dentists in New York
- HIPAA Patient Records Retention Requirements
- AMA Resources for Retiring Doctors
What Happens to Patient Records When a Doctor Retires?
When you close your practice in New York, you are responsible for:
- Notifying patients about how they can obtain their records
- Securely storing all patient files according to medical retention in NY law
- Fulfilling medical record requests for at least six years after you stop practicing – or longer depending on patient age
That’s where Emerald steps in. As a professional third-party HIPAA record custodian service in NY, we:
✓ Take possession of your physical and/or digital records
✓ Set up a HIPAA-compliant system for patient record requests
✓ Handle all ongoing medical record release requests
✓ Provide documentation for regulatory and legal protection
Our New York Medical Records Custodian Services
We work with physicians, dentists, chiropractors, mental health professionals, and other licensed providers across New York State.
Our comprehensive medical record custodian services in New York include:
- Pickup or scanning of physical records from your office
- HIPAA-compliant storage (cloud-based or physical)
- Secure access portals for patients and legal requesters
- Automated fulfillment of record requests
- Legal documentation to protect your liability post-retirement
We serve clients across New York City, Long Island, Buffalo, Rochester, Albany, Syracuse, Yonkers, and upstate areas.
FAQS For Medical Records Custodian Services in New York
How much does a medical records custodian cost in NY?
Pricing depends on the volume of records and whether scanning is required. Contact us for a free, no-obligation quote.
What if my records are a mix of paper and digital (EMR)?
We handle both! We can scan paper files and take over management of EMR archives.
Do I have to notify my patients when I retire in New York?
Yes. While the law doesn’t specify exactly how, it’s considered best practice — and often necessary — to send letters, emails, or publish a notice letting patients know how they can obtain their medical records.
Can I just keep the records in storage myself?
Technically yes, but it exposes you to legal and security risks. It also puts the ongoing burden of manually releasing patient records on you. Most physicians opt to work with a professional custodian to offload liability and simplify the record request process.
Ready to Retire or Close Your Practice? We’ll Handle the Records.
Don’t let medical record obligations hold up your retirement. Whether you’re planning months in advance or closing your practice soon, we can help you transition smoothly and legally.
Contact us today to learn more about our Medical Records Custodian services and ensure a smooth transition for your practice.
Or give us a call at (631)-435-2900