(a) Chiropractic Patient Records. Each
licensed chiropractor is required to maintain all active and inactive
chiropractic patient records for five years from the date of the doctor's last
treatment of the patient unless state or federal laws require a longer period
of retention. Active chiropractic records are all chiropractic records of
patients treated within the last 12 months. Chiropractic patient records shall
be classified as inactive when there has elapsed a period of more than 12
months since the date of the last patient treatment.
All chiropractic patient records shall be available to any
representative of the Board upon presentation of patient's written consent or a
valid legal order. Active chiropractic patient records shall be immediately
available to any representative of the Board at the chiropractic office where
the patient has been or is being treated. Inactive chiropractic patient records
shall be available upon ten days notice to any representative of the Board. The
location of said inactive records shall be reported immediately upon
request.
Active and inactive chiropractic patient records must include
all of the following:
(1) Patient's
full name, date of birth, and social security number (if available);
(2) Patient gender, height and weight. An
estimated height and weight is acceptable where the physical condition of the
patient prevents actual measurement;
(3) Patient history, complaint,
diagnosis/analysis, and treatment must be signed by the primary treating
doctor. Thereafter, any treatment rendered by any other doctor must be signed
or initialed by said doctor;
(4)
Signature of patient;
(5) Date of
each and every patient visit;
(6)
All chiropractic X-rays, or evidence of the transfer of said X-rays;
(7) Signed written informed consent as
specified in Section
319.1.
(b) Accountable Billings. Each licensed
chiropractor is required to ensure accurate billing of his or her chiropractic
services whether or not such chiropractor is an employee of any business
entity, whether corporate or individual, and whether or not billing for such
services is accomplished by an individual or business entity other than the
licensee. In the event an error occurs which results in an overbilling, the
licensee must promptly make reimbursement of the overbilling whether or not the
licensee is in any way compensated for such reimbursement by his employer,
agent or any other individual or business entity responsible for such error.
Failure by the licensee, within 30 days after discovery or notification of an
error which resulted in an overbilling, to make full reimbursement constitutes
unprofessional conduct.