What should be done with patient records when a practice closes?

• A. Shred all records immediately.
• B. Transfer records to designated custodian, notify patients, and ensure access and continuity in compliance with law and privacy rules.
• C. Move records to a private storage without notifying patients.
• D. Lock records and ignore patient access obligations.

Answer: (B)

When a practice closes, the essential duty is to protect patient records by arranging a responsible path for their custody, while ensuring patients can access their information and that continuity of care is preserved, all in line with privacy laws. The best approach is to transfer records to a designated custodian, inform patients about where their records will be held, and ensure ongoing access and continuity of care for any needed future treatment or records requests. This keeps patient information secure, satisfies legal requirements for retention and disclosure, and supports future care.

Shredding all records immediately would violate patients’ rights to access their information and could breach retention and privacy obligations. Moving records to private storage without notifying patients leaves them unaware of where their data is and how to obtain it, undermining access rights and continuity of care. Locking records and ignoring access obligations similarly blocks patients' ability to obtain their information and violates privacy rules and professional duties.