When a physician retires, their responsibility to patients doesn’t end at the last appointment. One of the most critical (and often overlooked) parts of closing a medical practice is ensuring the safe, compliant handoff of patient records. Mishandling medical records during retirement can lead to legal trouble, patient dissatisfaction, and even HIPAA violations.
This step-by-step guide helps retiring physicians understand their obligations and make the transition as smooth as possible for everyone involved.
Step 1: Understand Your Legal Obligations
Before making any decisions, familiarize yourself with:
- HIPAA requirements for record retention and patient privacy
- State medical board rules, which vary but often require records to be kept for 7–10 years
- Licensing body recommendations related to practice closure
These requirements dictate what records you need to keep, how long you must keep them, and how they should be transferred or stored.
Tip: Consult your malpractice insurer, legal counsel, or state medical board for guidance specific to your state and specialty.
Step 2: Appoint a Medical Records Custodian
If you won’t be transferring records to another provider (such as a successor), you need to appoint a medical records custodian — someone legally responsible for handling patient records after you retire. This can be:
- A third-party medical records management company
- A trusted healthcare administrator
- Another physician or partner in your group practice
The custodian ensures that former patients can still access their records and that your legal obligations continue to be met.
Learn more about this role in our guide:
What Is a Medical Records Custodian and Why It Matters During Practice Closure →
Step 3: Notify Patients in Advance
According to HIPAA, you are required to give patients adequate notice of your retirement. Include:
- Your official retirement date
- How they can access or request their records
- Whether their records will be transferred to a new provider or stored by a custodian
You can notify patients via:
- Letters or emails
- An announcement on your website
- A notice posted in your office
- Communication with local referring physicians
Step 4: Choose a Records Transition Strategy
Depending on your situation, you may:
- Transfer active records to a successor physician or practice
- Digitize and store your entire archive with a HIPAA-compliant scanning service
- Securely store physical records in an offsite records storage facility
- Destroy old records that have passed their legal retention period
Interested in secure long-term storage?
Explore our Offsite Medical Records Storage Services →
Step 5: Maintain Access After Closure
Even after you close your practice, patients have the right to access their records. You (or your designated custodian) must be prepared to:
- Verify identity and handle patient requests
- Provide copies or securely transfer records as needed
- Keep a log of disclosures and requests for auditing purposes
If you choose a third-party custodian, they typically handle all of this for you.
Step 6: Create a Closure Plan and Document Everything
Keep a clear record of:
- What was done with the records (digitized, stored, destroyed)
- Who the custodian is and how patients can reach them
- How and when patients were notified
- Any signed authorizations or transfer agreements
This protects you legally and helps patients, providers, and staff understand the transition process.
Retiring from medicine is a major milestone and transitioning patient records shouldn’t be an afterthought. With proper planning and the right partners, you can ensure your records are protected, your patients are supported, and your legacy is preserved.
Want help managing the transition?
Contact us about Medical Records Custodian Services →
