data is migrated into our current EMR, but that's not always possible.
- Which cases did you encounter where migration into your current EMR was not possible?
- Which causes did you discover for such cases?
- How do you currently handle such cases?
Law says I have to hold onto these legacy charts and Xrays for at least 7 years from the last service date of patient.
The retention period may depend on applicable jurisdiction and on kind of EMR. I would have thought the retention period for standard EMR would be 10 years, and Xrays and data on heavy operations and some other cases would need to be retained for decades.
I can P2V and move to cloud storage - but don't feel like that is the most cost effective move for a box that might be touched 5 times in 7 years.
P2V does not imply cloud storage. Storage of your VM might be local on its local host or on local NAS or on NAS of your data center as well if that is more affordable than cloud storage.
And there exist different kinds of cloud storage with different models of pricing, if you prefer cloud storage and have organized your data in a manner that cloud storage is a HIPAA compliant option.
Throwing this out the community to see how others have conquered as I know this issue cannot be unique to me.
I've never been in such a situation. And I know that at least in my country, not all practices use storage in a HIPAA compliant manner. I don't know the name of the HIPAA equivalent in my country. But regulation is similar. I worked repeatedly for medical device manufacturers and hence suppliers of medical practices and hospitals, including hospitals of national critical infrastructure. I was already talking with the association of IT directors of hospital IT and a president of larger IT departments of large hospitals after the large hospitals became included to national critical infrastructure. National critical infrastructure implies additional requirements, not just those of HIPAA.
- Do you monitor and analyze access patterns to EMR and its different record types?
- Do you use a medical archive as storage for seldom used older records of EMR or do you keep all records in EMR until reaching end of retention period?
For your business model, it sounds appropriate to us a medical archive for older seldom used records in a multi-tier setup. And when using a medical archive, you may outsource some storage to cloud more easily and using cheaper pricing models of cloud archive storage.