Banner

Retaining Paperwork

Article

We are attempting to reduce the amount of paper we have on hand until we are EMR-ready. What are the regulations for retaining encounter forms and originals of EOBs?

Question: We are attempting to reduce the amount of paper we have on hand until we are EMR-ready. What are the regulations for retaining encounter forms and originals of EOBs?

Answer: Regarding encounter forms, the IRS requires that the encounter form or other "originating document," such as a charge ticket from which a charge was generated, be retained for the audit period. The IRS can examine a tax return and make adjustments within three years from the date of its filing. This period increases to six years if the return contains a very large understatement of income. The period may be indefinite if fraud is suspected. Therefore, some malpractice carriers recommend retaining accounts receivable documents, bank statements, cancelled checks, and encounter forms for seven years.

Generally, practices retain EOBs for three to seven years.

You certainly should check with your malpractice carrier or attorney in case they have an opinion, too.

Keep in mind that you can scan them, usually, for easier storage.

Recent Videos
9 pitfalls to avoid in your practice
Practice lessons from the works of Mark Twain
Practice lessons from the works of Mark Twain
The three stages of a physician's career
Using AI agents
Jennifer Wiggins
The three stages of a physician's career
Using AI agents
Jennifer Wiggins
Resurrecting the handshake
Related Content
© 2025 MJH Life Sciences

All rights reserved.