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Based on staff interview and policy review, the Hospital failed to ensure the maintenance of medical records for at least five years (refer to A439). Failure to maintain medical records for at least five years limited the Hospital's ability to ensure continuity of patient care.

Based on staff interview and policy review, the Hospital failed to maintain medical records for at least five years for 51 of 60 months requested (June 2009 - August 2013). Failure to maintain medical records for at least five years limited the Hospital's ability to ensure continuity of patient care or to release medical records information when requested.

Upon request on 06/03/14, the Hospital could not provide medical records prior to 9/01/13.

During interviews at 1:25 p.m. and 2:30 p.m. on 06/03/14, an administrative staff member (#1) stated the Hospital did not have access to patient medical records prior to 09/01/13. Staff Member #1 stated the Hospital had changed ownership effective 09/01/13, and the previous owner had stored the medical records prior to 09/01/13 with an off-site record storage company. Staff Member #1 said the Hospital had signed an agreement with the previous owners stating the medical records belonged to the previous owners. Staff Member #1 said the off-site record storage company would not give the Hospital access to the medical records prior to 09/01/13.

Review of the policy "Filing, Indexing, Storage of Medical Records" occurred on 06/04/14. This policy, dated August 2013, stated, ". . . Procedure: . . . 9. All medical records shall be kept for a period of at least seven years after the date of last discharge per CMS [Centers for Medicare & Medicaid Services] or state medical record retention requirements. . . ."

Review of the policy "Medical Record Retention Policy and Procedure" occurred on 06/04/14. This policy, dated August 2013, stated, ". . . Policy: Medical Records are the property of the hospital and must be retained for the following purposes: a. health information for continuity of care . . . 1. Medical Records will be retained in paper and/or electronic format to comply with state statutes for retention of medical records. The timeframe below is for medical records for adults after the date of the last discharge or encounter. The state statutes are as follows: . . . i. North Dakota - 10 years . . ."