// RECORDS MANAGEMENT
// RECORDS MANAGEMENT
NORTH CAROLINA MEDICAL RECORDS CUSTODIAN
Retiring or Closing Your Medical Practice in North Carolina?
We Handle Your Patient Records – Legally and Securely
Are you retiring or shutting down your medical practice in North Carolina? One of the most important — and often overlooked — responsibilities is managing your patient medical records in compliance with HIPAA and North Carolina 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 North Carolina
Even after retirement, you’re still legally responsible for medical record retention and release unless you designate a proper custodian.
North Carolina Medical Record Retention Laws
Medical records in North Carolina must be kept for a period of 11 years after the last treatment.
- For minors, records must be kept until the patient reaches the age of 30.
Read the official North Carolina medical records regulations here.
Additional Resources for North Carolina Medical Records Regulations:
What Happens to Patient Records When a Doctor Retires?
When you close your practice in North Carolina, you are responsible for:
- Notifying patients about how they can obtain their records
- Securely storing all patient files according to medical retention in NC law
- Fulfilling patient medical record requests for the full retention period
That’s where Emerald steps in. As a professional third-party HIPAA record custodian service in NC, 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 North Carolina Medical Records Custodian Services
We work with physicians, dentists, chiropractors, mental health professionals, and other licensed providers across North Carolina.
Our comprehensive medical record custodian services in North Carolina 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 Charlotte, Raleigh, Durham, Chapel Hill, Greensboro, Winston-Salem, Wilmington, Fayetteville, Greenville, and communities throughout North Carolina.
FAQS For Medical Records Custodian Services in North Carolina
How much does a medical records custodian cost in North Carolina?
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 North Carolina?
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