Record Retention for Residents’ Files and Records
gme-adm-0023
About This Policy
- Effective Date:
- 06-12-2013
- Date of Last Review/Update:
- 03-02-2018
- Responsible University Office:
- Graduate Medical Education
- Responsible University Administrator:
- Senior Associate Dean for GME
- Policy Contact:
- GME Assistant Director Emilie Leveque
eleveque@iu.edu
- Policy Feedback:
- If you have comments or questions about this policy, let us know with the policy feedback form.
- Print or view a PDF of this policy
- Many policies are quite lengthy. Please check the page count before deciding whether to print.
Scope
This policy applies to all Indiana University School of Medicine (IUSM) Graduate Medical Education (GME) resident physicians.Policy Statement
Residents and fellows are treated as employees of the University for the purposes of record keeping. Indiana Code 5-14-3-4 provides that employee records are generally confidential except for certain public information, as specifically outlined in the statute. Medical records of employees are required to be maintained in separate files, according to other laws, rules, and regulations.
Residents and fellows’ records, like those for employees, can be shared within the institution for those who have a legitimate need to know, i.e., those who have a supervisory role over the trainee. Specifically this would include department chairs, program directors, and the department residency review committees or graduate medical education committees.
Reason for Policy
The purpose of this policy is to define guidelines and procedures for appropriate retention of residents’ records and files.Procedures
The following guidelines for retention will apply to specific records and files.
Applications and Letters of Reference
- Applications of individuals who apply for a position but are not interviewed: One Year
- Applications of individuals who apply, are interviewed, but are not hired: Two Years
- Applications of individuals interviewed and accepted: Indefinitely
Rotations and Call Schedules
Two Years
Evaluations
- Monthly: Three to five years
- Biannually: Three to five years
- Summary at end of year: Indefinitely
- Summary at end of training: Indefinitely
Disciplinary Cases
Keep all records indefinitely.
IUSM Office of Graduate Medical Education Files Include:
Keep all records indefinitely.
- Application
- Medical School Diploma
- Verification of Prior GME Training
- Letter of Appointment
- Licenses
- ECFMG Certificate
- Visa and I-9 Certification
- Fringe Benefit Enrollment Forms
- Copies of Loan Deferments/Malpractice Letters/Stipend Verifications
- Patent Agreement and Miscellaneous Employment Forms
Definitions
ACGME is the Accreditation Council for Graduate Medical Education.
A resident is an IUSM resident or fellow, or a non-IUSM resident or fellow electively rotating through IUSM and provides clinical care as part of a GME program.
Implementation
The Designated Institutional Official (DIO) for GME is responsible for implementation of this policy.Oversight
Policy authority for this document resides with the Graduate Medical Education Committee. The DIO and the Graduate Medical Education Committee are responsible for oversight.History
- Policy gme-adm-0023 approved by GMEC and published on 05 June 2009.
- Policy reviewed, updated, and approved by GMEC on 12 June 2013.
- Policy updated for formatting 02 March 2018.
- Policy reviewed, updated, and approved by GMEC on 28 March 2018.
- Policy updated for formatting 27 June 2018.