Reminder: Record Retention Requirement for Providers and RHCs

Date: March 31, 2025

Attention: Providers

Call to action: As a reminder, providers are required to retain medical records for a minimum of five years from the date of service or until all medical billing audit questions, appeal hearings, investigations, or court cases are resolved. This requirement also applies to provider offices that have been permanently closed.

Record retention for Rural Health Clinics
Freestanding rural health clinics (RHCs) must retain records for a minimum of six years, and hospital-based RHCs must retain records for a minimum of ten years.

Source:

Texas Medicaid Provider Procedures Manual, Clinics and Other Outpatient Facility

Services Handbook. Section 7.4.1, Record Retention

How this impacts providers: Providers are strongly advised to implement procedures into their operations to comply with the retention time frames included in this communication.

Next step for Providers: Providers should share this communication with their staff.

If you have any questions, please email Provider Relations at: providerrelations@texaschildrens.org. 

For access to all provider alerts: https://www.texaschildrenshealthplan.org/providers/provider-news/provider-alerts.