Physician Resources

Medical Records

This article is presented for educational purposes only and should not be taken as a substitute for legal advice, which should be obtained from personal legal counsel. Nevertheless, the FMA hopes that the information provided here and in its other publications continues to assist physicians in answering many of their most common legal questions allowing them to treat patients, instead of addressing legal concerns.

Every physician is aware of the need to maintain adequate medical records for each of their patients. Such records are crucial to providing quality health care by serving as a basis for planning the patient’s care and recording essential medical information concerning the patient’s condition and treatment. Moreover, the records protect the physician legally by documenting the patient’s changing medical condition and evaluation, as well as actions take by the primary care and consulting physicians. Furthermore, the need for adequate medical records is recognized not only by physicians themselves, but also by the state, which has passed statutes and rules regulating the content, retention, and accessibility of medical records.

According to Section 458.331(1)(m), Florida Statutes, a physician may be disciplined for “[f]ailing to keep written medical records justifying the course of treatment of the patient, including, but not limited to, patient histories; examination results; test results; records of drugs prescribed, dispensed, or administered, and reports of consultations and hospitalizations.” Moreover, Rule 64B8-9.003, Florida Administrative Code, in addition to the above, mandates that the records be legible and contain sufficient information to “identify the patient, support the diagnosis, justify the treatment and document the course and results of treatment accurately…” Finally, the physician should be aware that failure to keep written medical records could subject the physician to penalties ranging from a mere reprimand to a combination of a two-year suspension, followed by probation and a $5,000 fine. Section 456.057(14), Florida Statutes.

Having created an appropriate record, physicians frequently are unsure of the time period during which they must maintain these files. While Rule 64B8-10.002, Florida Administrative Code, mandates that a physician retain these records for at least five years, the rule also recognizes that this time frame “may well be less than the length of time necessary for protecting the physician.” Under the Statute of Limitations, a claim of malpractice may be brought against a physician up to seven years after “the date the incident giving rise to the incident occurred.” Section 95.11(4)(b), Florida Statutes. For this reason, it is recommended that physicians retain medical records for at least seven years.

Admittedly, the storage of seven years’ worth of medical records may be both expensive and burdensome. Therefore, some physicians have chosen to microfilm patient records for easier storage. While many courts allow reproductions of medical records to be admitted as evidence, even these courts require that several precautions be taken. First, the physician must have a written policy explaining which types of records are to be microfilmed and this policy must be applied to all records uniformly. Secondly, a custodian of the records must be appointed. Finally, the record must be preserved in its original form; in other words, a handwritten chart may not be reduced to a computer disc as this would not be an “exact reproduction” of the medical records. Overall, extreme care must be taken prior to instituting any microfilming or any other record reproduction/storage system. Therefore, before instituting any document storage conversion, a physician should seek the input of qualified legal counsel.

Finally, having properly created and preserved a medical record, a physician must ensure the record remains confidential. Section 456.057(5), Florida Statutes. Nevertheless, the physician must, upon request, furnish the patient or its legal representative with a copy of “all reports and records relating to [the patient’s] examination or treatment…(other than AIDS, mental, and substance abuse records),” although a psychiatrist or psychologist may substitute a report of the examination in lieu of the medical record. Section 456.057(4), Florida Statutes.

If a patient requests a copy of his/her medical records, it is very important that the physician provide the patient with a complete copy of all the records, which would include, at a minimum, patient histories; examination results; test results; records of drugs prescribed, dispensed, or administered; reports of consultations and hospitalizations; and copies of records or reports or other documentation obtained from other health care practitioners at the request of the physician and relied upon by the physician in determining the appropriate treatment of the patient, even those records obtained from another physician. Section 456.057(4) and (13), Florida Statutes, Rule 64B8-9.003(3), Florida Administrative Code. Failure to do so may subject the physician to disciplinary action.

Moreover, a physician must release copies of the medical record to parties authorized by the patient, and the physician must release copies of the record, even if not authorized to do so by the patient, if the records have been subpoenaed for a deposition, evidentiary hearing, or trial. Section 456.057(5), Florida Statutes.

It should be pointed out, however, that HIV/AIDS records, sexually transmissible disease records, alcoholic drug abuse records, and psychiatric and psychotherapeutic records are extremely confidential medical records and are not to be disclosed pursuant to a general release. The disclosure of these types of records require a written release by the patient identifying the specific records to be released or a court order to the same effect. Even a subpoena signed by an attorney is generally ineffective to release these super confidential records. In maintaining a patient’s medical records, it is a good idea to clearly indicate a presence of superconfidential materials to avoid inadvertent disclosure.

Physicians are required to keep a record of all disclosures of information contained in the medical records to third parties, including the purpose of the disclosure. Physicians must maintain the record of the disclosure in the patient’s medical records. The party to whom the physicians disclosed the information may not disclose the patient’s medical information without the expressed written consent of the patient or the patient’s legal representative. Section 456.057(10), Florida Statutes.

When furnishing such copies, a physician may charge the requesting party no more than $1 per page for the first 25 pages of written material, 25 cents for each additional page, and the actual cost of reproducing nonwritten records, such as x rays. Rule 64B8-10.003, Florida Administrative Code. However, if the records are those for a workers’ compensation case, a physician may only charge up to .50 per page for the records or the direct cost for x-rays, microfilm, or other non-paper records. Rule 38F-7.601, Florida Administrative Code.

While a physician can condition the release of medical records upon payment of the copying costs, the release cannot be conditioned on payment of the physician’s bill for services rendered. Upon the receipt of a written request, the physician must provide the patient with a copy of his medical records within a reasonable time, regardless of whether or not he has outstanding charges due on his account.

As has been shown above, medical records certainly are subject to a variety of state statutes and regulations, all of which the physician must be aware of in order to avoid potentially drastic state action. In order to minimize this risk, it is recommended that the physician’s medical record procedures be reviewed for compliance with the forementioned law. The physician may wish to enlist the aid of a qualified health care attorney in this endeavor, as the input of informed legal advice may well aid the physician in the development of a medical record program which is workable and in compliance with state mandates.

License Information

Applying for a Florida Medical License: Understanding the Process and Ways to Make It Quick and Successful

This article details the practical side of the licensure application process, with revealing insights of simple things that you can do to avoid delays in obtaining your license.

To Renew your license, update your profile, print confirmation of your license renewal or sign up for CE Broker click here: http://ww2.doh.state.fl.us/mqaservices/flhealth_PractitionerServices.asp

CME

CME Licensure Requirements for Florida Physicians

These topic area courses may be taken together as one seven (7) hour course or individually.The Florida Osteopathic Medical Association (FOMA) does offer AOA Category 1 credit (including the topic area courses) during its bi-annual meetings. FOMA may be reached at (850) 878-7364.

Please Note: The Department of Health will send you a licensure renewal packet 90 days before the expiration date of your license. If you do not receive a packet, you should call the Department of request a duplicate. For more information relating to licensure, visit Florida Department of Health’s website.

Download state-mandated License Application Requirements (pdf)

Living Wills and AHCDs

Living Wills & Advance Health Care Directives

The Florida Legislature has recognized that every competent adult has the fundamental right of self-determination regarding decisions pertaining to his or her own health, including the right to choose or refuse medical treatment or procedures which would only prolong life when a terminal condition exists. This right however is subject to certain interests of society, such as the protection of human life and the preservation of ethical standards in the medical profession. To ensure that this right is not lost or diminished by virtue of later physical or mental incapacity, the legislature has established a procedure within Florida Statutes Chapter 765 allowing a person to plan for incapacity, and if desired, to designate another person to act on their behalf and make necessary medical decisions upon such incapacity.

Please visit:

Health Care Advance Directives (PDF)
Link to the Florida Agency For Health Care Administration Forms for Living Will, Health Care Surrogate and Anatomical Donation Form.

Consumer Pamphlets

Do You Have a Will?

Florida Powers of Attorney

The FMA is working with the Florida Bar in an effort to provide information to all Floridians regarding this important issue. Please also visit the Florida Bar Web site at www.flabar.org for additional information.

Health Organizations

Health Organizations

Below are some helpful & informative resources:

blakemedctr
manateememhosp
lakewoodranch
aarp
AARP – American Association
of Retired Persons
www.aarp.org
ahca
AHCA- American
Healthcare Association
http://www.ahca.org
aatampa
Alcoholics Anonymous (AA)
www.aatampa-area.org
als
ALS Association –
Florida Chapter
(Lou Gehrig’s Disease)
www.als-florida.org
alz_logo
Alzheimer’s Association
www.alz-tbc.org
amercancer
American Cancer Society
www.cancer.org
amerdiabetes
American Diabetes Association
www.diabetes.org
amerheart
American Heart Association
www.americanheart.org
amerhospital
American Hospital
Association
www.aha.org
amerkidneyfund
American Kidney Association
www.kidneyfund.org
ama_logo
American Medical Association
www.ama-assn.org
amerredcross
American Red Cross
www.redcrosstbc.org
arthritisf_logo
Arthritis Foundation
www.arthritis.org
childrensmedserv
Children’s Medical Services
www.cms-kids.com
crisisctr
Crisis Center
www.crisiscenter.com
cfflogo
Cystic Fibrosis Foundation
www.cff.org
deaf
Deaf Service Bureau of
West Central Florida
www.deafservicebureau.org
epilepsysvc
Epilepsy Services of
West Central Florida
www.epilepsyservices.com
flbloodservices
Florida Blood Services
www.fbsblood.org
flmedassociation
Florida Medical Association
www.fmaonline.org
lupus_logo
Lupus Foundation of America
– Greater Florida Chapter
www.lupusflorida.org
flahealthcare
Medicaid – Medipass
www.fdhc.state.fl.us
medicaress
Medicare
www.ssa.gov
m_slogo
Multiple Sclerosis Society
www.nationalmssociety.org/flc
nataidshotline
National AIDS Hotline
www.ashastd.org
nationalstdsite
National STD Hotline
http://www.cdc.gov/
poisonctr
Poison Information Center
www.poisoncentertampa.org
specialolympics
Special Olympics
www.sofl.org