Records Deletion and Reporting

Required Role: Owner or Manager for all actions below

Our records deletion and reporting feature is a key feature that allows you to reduce your liability and delete old client records you no longer need to retain.

sticky_note_2 Key Points:

  • Set a retention timeframe first, then use our easy report to review eligible clients and either delete or snooze them in the report
  • Rest assured we won't ever automatically delete any clients or data block we explicitly require your permission before doing so
  • Additionally, you can as a "one off" delete clients at anytime, even those that don't meet the report criteria
  • Clients are queued for deletion in 30 days, which you can review and reverse if needed within that timeframe

In this Article:

Configure Security Settings

info Notice:

Our TherapyAppointment platform provides healthcare providers with the ability to delete patient records that they are no longer required to retain. However, it is the sole responsibility of you, the healthcare provider, to ensure compliance with all applicable federal, state, and local laws, regulations, and professional guidelines governing medical record retention.

TherapyAppointment does not provide legal, regulatory, or compliance advice regarding record retention requirements. Before deleting any patient records, providers should consult with legal counsel or regulatory authorities to confirm their obligations. By using this feature, you, the healthcare provider acknowledges that you are responsible for determining the appropriate retention period and ensuring that record deletion aligns with your legal and professional obligations.

First off, we need a general estimate of your practice's retention rate for clients for the report.

To do this, from any screen:


movie Interactive Video:


Steps:

  • Click (top right)
  • Then click Security (top tab)
  • Find the top section titled Security and Compliance Settings
  • Click (top right, shown below) and re-enter your password


  • The button will then turn to a indicating you can make changes
  • Scroll to the bottom and find the section titled Records Retention Compliance (second to last section)


  • Pick the threshold in years, which is used to run the automated report based on the client's last appointment date
  • Click the checkmark Enable Client Delete (just below)
  • Optionally, when done click the at the top right corner

Once enabled: The system runs these reports on a daily basis. You will be able to see the report documented below tomorrow.

Report: Review Clients Eligible for Deletion

Once the default record retention setting has been established, you can then review any eligible clients with our Home screen.

To access the report:

  • If not already there, click home Home (left menu)
  • On the top right side find the section Client Management
  • Find the option Deletable Clients and click anywhere on the line (shown below):


Report:

  • Here in the report we list clients that match your criteria based on date last seen
  • You can also click on each column name to sort

  • We list the client name, account #, DOB, and date they were last seen
    • Last seen is based on the most recent session note, regardless of the provider
  • Clicking the client name will bring you to their profile instead

Report Options:


Top left & column:

  • Check off one, multiple, or all clients with the checkbox (top left and far left columns)

Top right:


After checking off at least one client, the button allows you to perform the following:

      delete Delete selected clients
      history Defer (snooze) from the report - Enter a date, or click the calendar icon (right) for a date picker

Note: As shown on the banner on the top, you're limited to selecting 25 clients per day for records deletion. If you have more to delete, please come back to the report tomorrow.

The button allows you to export this report as either as a CSV (spreadsheet file) or PDF.


update After marking a client for deletion, 30 days later...

Your client is now permanently deleted from our system! Not even our engineers will be able to recover them.
Mark a client for deletion mistakenly? Click here to read our section on reviewing your clients queued for deletion

movie Video:


Shown in the video:

  • How to mark a client for deletion (30 days)
  • How to snooze a client
    • Click the far right calendar icon for a date picker
    • Or click in the field to enter a numerical date

Recovering a Deleted Client (Upcoming Permanent Deletions)

Note: Clients are not permanently deleted until 30 days after queued for deletion.

Make a mistake? Or just need to review your deletion list? Easy!

If you have clients that have been deleted, you'll notice another line item on your Home screen underneath the report titled Clients Approaching Deletion shown here:


Clients Approaching Deletion: insert_chart Report:

  • Listed in this report are all clients currently queued for deletion
  • We list their details alongside days until permanent deletion on the far right column:


Report Options:

To restore a client:

  • The top left check mark allows you to select all clients
    • You can uncheck any clients underneath after that don't meet your criteria
  • Or check off individual clients to the left of their name

Top right:

Filter by days until deletion

Restores & removes the client from this list

allows you to:

  • Download PHI Release Logs (for each client)
  • Download this view as either a CSV (spreadsheet) or PDF

Delete Clients that don’t meet this Criteria ("One Offs")

Client not meet your criteria? Still need to delete them?

We get it, no sweat! To do this, follow these steps:

  • Click group Clients (left menu)
  • Click on the client name
  • On the far right menu, click
    • On mobile? Click (top right) first for the menu


  • Once clicked, you'll see a prompt with details about the deletion
  • Type the exact phrase shown

In this example it would be Delete Jenny Appleseed 8/8/88


  • When done click

update After marking a client for deletion, 30 days later...

Your client is now permanently deleted from our system! Not even our engineers will be able to recover them.
Make a mistake? Click here to read our section on reviewing your clients queued for deletion