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Procedures for Your Program to Utilize FSMB Resident Records Retention
- Develop an Agreement to send us for signatures. Click here for a Sample Agreement.
- You need to have thought through how you will let interested parties know that we maintain the records (maybe the hospital's Web site or the sponsoring medical college's Web site). We will notify URAC, JCAHO, NCQA, AHA, NAMSS, ACGME, AMA, AOA, and of course, our member state boards. You should either notify your former residents of where their records will be stored or provide FSMB with a current mailing list of your former residents and we will contact them.
- You can begin sending records at any time to us, but we recommend that a definitive cut-off date be implemented to advise querying entities (hospitals, managed care companies, etc.) of the transformation (e.g., "We will begin sending resident records to the Federation on ___, 200_. All records will be shipped to the Federation as of _____, 200_. During this period, ____________ residency program will be unable to assist you with your credentialing verification inquiry requests" -- or something to that effect).
- We will accept the originals as they exist now (normally in a paper format -- each separate resident's record in a unique file). We also would like information on any problems the resident may have had while enrolled in the program (e.g., probation, discipline, leave of absence approved or unapproved, etc.). Also, we would like to have the records cataloged and sent under separate cover. That way, when we receive the records, we can cross-reference the records to the catalog to ensure we received all of the records.
- You can send them to us in a secure box (waterproofed and sealed very well would be our suggestion). We would request that you indicate on the outside of the box the files contained in that box (i.e., 1998 A-G).
- We need information on the program itself --inception date of the program, accreditation dates and by whom, list of the program directors by year(s).
- We need the records of those residents who did not complete the program -- yes we keep those records as well.
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