Long Term Data Storage


While your state may have their own requirements for medical record retention, the HIPAA administrative simplification rules mandate that a covered entity must retain required medical documentation for six years from the date of its creation or the date when it was last in effect. By retaining these records, a client’s medical history can be made accessible to other healthcare professionals and healthcare providers have access to supporting documentation, should they be involved in court action.

To help you maintain secure medical records, TherapyNotes offers a long-term data storage option for clinicians who no longer need to use their TherapyNotes account, such as those who are retiring, closing their practice, or entering a new occupation. Our long-term data storage option allows you to access and view all of your medical records for a $60 annual storage fee. While you will not be able to make any changes to your records while in storage mode, your storage-only TherapyNotes account is still protected by the same physical and technical safeguards that we employ to protect active accounts.

To move your TherapyNotes account to storage, please contact us.

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  • Avatar
    Michael McKinney

    What is the fee for long term storage?
    Is it possible to export a client list with demographic info?

  • Avatar
    Sean Behan

    Hi Michael,

    If you are going into retirement or closing your practice and want TherapyNotes to maintain your patient records you can switch to the Storage option for $60/year. This option allows you to log in to access your notes, but does not allow you to create new notes, create new appointments, or perform any billing functions. Please contact us if you are interested in setting up this option or have any questions.

    To download notes:

    Click PATIENTS > Click patient > "Notes" tab > "Download Multiple" > "Select All" > "Download Selected Documents"
    This downloads the batch of notes as a single PDF in the "Downloads" folder of your computer.

    To export patient demographic information:

    Click PATIENTS > "Export Spreadsheet"

    To download a patient's billing information:

    Click PATIENTS > Click patient > "Patient Billing" tab > "All Items" > "Export Spreadsheet"

    Please let us know if you have any other questions. Thank you.