See below for the BCE regulation regarding patient records. Complete regulations are at http://www.chiro.ca.gov/laws_regs/regulations.pdf. Records for minors are to be kept longer.
This link discusses patient access to medical records: https://www.calchiro.org/sites/default/files/PatientAccesstoMedicalRecords.pdf
Malpractice carriers sometimes require records to be kept for longer, so we always advise checking with the doctor’s malpractice carrier as well.
In an era of easy accessibility to high speed scanners, you may wish to simply scan old medical records and keep them indefinitely. This will provide you with an additional layer of protection should you ever be involved in a malpractice case even years down the road.
§318. Chiropractic Patient Records/Accountable Billings.
(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.