Description
Remaining compliant when transferring patient medical records—whether due to physician retirement or the practice being sold, merged with another, or closed—can be challenging. Providers are subject to stringent federal and state laws, and even professional standards, governing the handling of protected health information (PHI).
The process of transferring patient medical records requires a structured protocol to ensure compliance and often involves data encryption, secure IT systems, written notice to patients, and patient authorizations where required.
Additionally, requirements may vary depending on the healthcare transaction under which the records are being transferred, and counsel should be able to guide clients through the process based on the situation. For example, where a practice is being closed, as opposed to being purchased or merged with another, there may still be certain retention and storage requirements as well as patient access considerations for the provider.
Failure to comply may result in severe consequences including lawsuits, regulatory penalties, and loss of licensure.
Listen as our expert panel discusses handling medical records when a practice is closed or transferred or where a physician retires. The panel will examine the relevant regulatory requirements and offer best practices for remaining compliant.
Presented By
Ms. Barrett is a seasoned healthcare lawyer with significant experience in analyzing federal and state healthcare laws and regulations, particularly related to fraud and abuse, health system operations, medical necessity and billing and coding. She also has significant experience in compliance matters, having served as SVP, Chief Compliance and Ethics Officer for a large health system with an academic medical center. Ms. Barrett has served as General Counsel to a multi-facility health system and has held senior in-house positions in for-profit, non-profit, and public health systems. She has also spent many years in private practice providing advice and guidance to a wide variety of healthcare providers including hospitals, ambulatory surgery centers, physicians, home health agencies, hospice providers, DME providers, labs and nursing homes. Ms. Barrett is currently an Adjunct Professor at the Maurice A. Deane School of Law at Hofstra University, as well as at the Univeristy of North Carolina at Wilmington. She holds leadership positions in the ABA's Health Law Section, as Vice Chair of eHealth, Privacy & Security, as well as Vice Chair of Ethics and Professionalism. Ms. Barrett frequently speaks and writes on a wide array of health law and compliance topics.
Mr. Holt is an attorney and owner at Holt Law.
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This 90-minute webinar is eligible in most states for 1.5 CLE credits.
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Date + Time
- event
Wednesday, January 14, 2026
- schedule
1:00 p.m. ET./10:00 a.m. PT
I. Introduction
II. Regulation governing the handling of medical records in practice closings or transfers
A. Federal
B. State
C. Professional standards/ethical considerations
III. Pre-transaction considerations
IV. Requirements for handling medical records
A. Physician retirement
B. Practice closing
C. Practice sale or merger
D. Penalties for noncompliance
V. Provider challenges and best practices for compliance
VI. Practitioner takeaways
The panel will review these and other key issues:
- What statutory requirements must providers follow when transferring medical records due to practice closure, sale or merger, or physician retirement? Creating what challenges?
- How do requirements vary based on the healthcare transaction?
- What processes should be in place when transferring medical records to mitigate risk of noncompliance?
Related Courses
Medical Record Issues in Healthcare Practice Closings and Transfers: Regulatory Update, Best Practices for Compliance
Wednesday, January 14, 2026
1:00 p.m. ET./10:00 a.m. PT