School of Dentistry General Records Retention Schedule
Clinic Financial Records
UW-DS 3
August 2007 (Printer version
here)
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Accounting Reports from Outside Vendors: Accounting reports
produced for the School of Dentistry by outside agencies, such as
ProData, Strand, etc. May include Accounts Receivable, Aging Reports,
Delinquent Accounts Report, Production Reports, etc.
Official Copy: Clinical Services: Accounting Office
Retention: 6 years after end of calendar year
Disposition: Shred
Other Copy: Any Clinic
Retention: Destroy when no longer needed
Disposition Method: Shred
Insurance Billing Records: A record of all requests for payment
submitted to Medicaid, DSHS, or insurance companies. May include copies of
applicable patient chart notes, procedure coding sheets, patient bill,
etc.
Official Copy: Clinical Services: Patient Accounts Office-
Explanation of Benefits
Retention: 6 years after end of month
Disposition Method: Shred
Official Copy: Any Clinic receiving insurance payments
Retention: 6 years after end of fiscal year
Disposition Method: Shred
Patient Billing Records: A record of patient charges. Used to
generate patient billing for individual payment. May include copies of
applicable patient chart notes, procedure coding sheets, patient bill,
etc.
Official Copy: CMS Management
Retention: 6 years after end of fiscal year
Disposition Method: Shred
Official Copy: Pre-CMS- Any Office that mailed its own billing
information
Retention: 6 years after end of fiscal year
Disposition Method: Shred
Patient Payment Records: Provides a record of payment and
adjustments for dental services. May include insurance statement, billing
statement, photocopies of payment checks, credit card slips, write-off
authorizations, etc. with all the backup attached to payments posted
"batch."
Official Copy: Clinical Services: Patient Accounts Office-
Cashier Checkout Reports
Retention: 6 years after end of month
Disposition Method: Shred
Official Copy: Any Clinic posting a payment received directly from
a patient
Retention: 6 years after end of fiscal year
Disposition Method: Shred
Refunds: A record of refunds made for overpayment by patients or
insurance companies.
Official Copy: Clinical Services: Patient Accounts Office
Retention: 6 years after end of fiscal year
Disposition Method: Shred
Official Copy: Any Clinic requesting patient funds
Retention: 6 years after end of fiscal year
Disposition Method: Shred
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