Medical Records

How long must I keep medical records?

ProAd recommends that you keep your records indefinitely. However, requirements vary by state. Contact ProAd's Risk Management department for advice for your practice.

How long must I keep billing records, schedule books, etc.?

ProAd recommends that you keep these records indefinitely. They can be very important in the defense of a claim.

Patient Relationships

How do I handle a non-compliant patient?

• Document everything the patient has or has not done which shows his/her non-compliance.
• Send the patient a letter (send both regular and certified mail) explaining the treatment recommended and the importance of compliance. You may indicate that continued non-compliance could result in termination of the Doctor-Patient relationship.

How do I terminate the Doctor-patient relationship?

Do not terminate the relationship during an acute situation — this could lead to allegations of abandonment. When it is appropriate to terminate, send the patient a letter (send both regular and certified mail) stating:

1. Your desire to terminate the relationship;
2. Your willingness to handle any emergency situations for the next 30 days;
3. Suggestions on where to find another Dentist (i.e. the county medical society);
4. The patient’s current dental situation and their current dental needs, if any;
5. Your willingness to send a copy of their medical record to their new Dentist.

If the patient belongs to a managed care organization, you must first check with them to determine termination protocol, if any.

What should I do when a managed care organization does not approve recommended treatment?

• You need to go through the appeals process with the managed care entity. 
• Advise the patient your recommended treatment was not approved and give the patient their options (including paying for the recommended treatment themselves). 
• Document #1 and 2.