Ultrasound images generate data that becomes part of a patient’s official medical file. These images and associated reports are Protected Health Information (PHI) that hospitals must manage and store securely. Determining how long a facility keeps an ultrasound picture involves state laws, federal compliance rules, and institutional policy. These retention requirements ensure that comprehensive medical history is available for ongoing patient care and for future legal or administrative needs.
State and Federal Guidelines for Medical Record Retention
Hospitals primarily retain medical records, including ultrasound images, based on individual state laws, not a single federal standard. While the Health Information Portability and Accountability Act (HIPAA) protects patient data, it does not set a minimum retention period for the medical record itself. HIPAA mandates that documents related to a provider’s compliance policies and security measures must be retained for a minimum of six years from the date they were created or last effective.
The specific timeframe for keeping a patient’s medical file is established by the state where the hospital is located. State laws often impose stringent requirements, with retention periods typically ranging from five to ten years after the patient’s last date of service or discharge.
Retention for Minor Patients
Records belonging to minor patients require special consideration because the retention clock often does not start until the individual reaches the age of majority. Many states require hospitals to retain a minor’s records until the patient turns 18, plus an additional period, often extending storage until the patient reaches 21 or 25 years old. Additionally, records for care received through federal programs like Medicare or Medicaid must be retained for at least six years following the date of reimbursement. The hospital’s policy must follow the longest applicable period set by state law, federal regulation, or professional guidance.
Image Retention Versus Diagnostic Report Retention
Not all components of an ultrasound record are treated equally regarding long-term storage. The small, thermal paper printouts often given to patients are not part of the permanent medical record and are not retained by the hospital. The legally mandated record consists of the digital image files and the official written report generated by the interpreting physician or radiologist.
The official diagnostic report, which includes the physician’s findings, measurements, and interpretation, holds the primary legal and clinical weight. This report is integrated into the patient’s Electronic Health Record (EHR) and must be maintained for the full retention period mandated by state law.
The actual digital ultrasound images are stored in a Picture Archiving and Communication System (PACS). Professional guidelines require that all images necessary for the complete examination be permanently archived and easily retrievable. Hospitals generally retain the raw, digital image files in their PACS archive for a period that aligns with the retention requirement of the written report. This ensures the images are available for comparison with future studies or for legal review. The image files are therefore subject to the same multi-year retention policies as the written diagnostic summary.
How Patients Can Request and Obtain Ultrasound Records
Patients have a legal right to access their Protected Health Information (PHI), including the written diagnostic ultrasound report and the digital image files. The process for obtaining these records usually begins with the hospital’s Health Information Management (HIM) department, which is the centralized office responsible for managing the integrity and release of patient health information.
To initiate a request, a patient must complete a formal authorization form. This form requires specific details, such as the patient’s name, date of birth, and the exact dates of the service or the specific records being requested. Many modern healthcare systems also provide access to reports through a secure patient portal, which is often the quickest way to obtain the written report.
For the digital ultrasound images, the HIM or Radiology department can provide them on a physical medium, such as a CD, or through a secure electronic transfer service. While the law permits hospitals to charge a reasonable, cost-based fee for copying and supplying these records, they must respond to a request within a specified timeframe, usually 30 days.