// RECORDS MANAGEMENT
// RECORDS MANAGEMENT
CALIFORNIA
MEDICAL RECORDS CUSTODIAN
Retiring or Closing Your Medical Practice in California?
We Handle Your Patient Records – Legally and Securely
Are you retiring or shutting down your medical practice in California? One of the most important — and often overlooked — responsibilities is managing your patient medical records in compliance with HIPAA and California 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 California
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 Los Angeles or part of a group practice in San Francisco, if you’re closing your doors, California 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 California.
California Medical Record Retention Laws
Medical records in California must be retained and preserved for a period of seven years following the patient’s discharge.
- Minors’ records shall be kept for at least one year after the minor has reached the age of 18 years, and in any case, not less than seven years.
- Medi-Cal patient records shall be kept for a period of 10 years.
Read the official California medical records regulations here.
Additional Resources for California Medical Records Regulations:
- ACP Closing Practice or Retiring Checklist
- Records Retention Laws for Psychologists in California
- Records Retention Laws for Dentists in California
- Records Retention Laws for Podiatrists in California
- Records Retention Laws for Chiropractors in California
- Records Retention Laws for Physical Therapists in California
- Guidelines for Closing a Medical Practice in California
- HIPAA Patient Records Retention Requirements
- AMA Resources for Retiring Doctors
- California Medical Board
What Happens to Patient Records When a Doctor Retires?
When you close your practice in California, you are responsible for:
- Notifying patients about how they can obtain their records
- Securely storing all patient files according to medical retention in CA 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 CA, 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 California Medical Records Custodian Services
We work with physicians, dentists, chiropractors, mental health professionals, and other licensed providers across California.
Our comprehensive medical record custodian services in California 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 Los Angeles, San Francisco, San Diego, Sacramento, San Jose, Fresno, Oakland, and communities throughout California.
FAQS For Medical Records Custodian Services in California
How much does a medical records custodian cost in California?
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 California?
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