Everyone who posts dental insurance checks knows what an EOB is and how important that document is. It explains if and how the claim was paid and if the patient still owes money to it. The EOB has details that should be examined for accuracy because sometimes it may contain errors.
How to store an EOB
An EOB should be stored in a safe HIPAA-compliant fashion. It’s best to scan the document into the patient’s electronic chart or a master file within the computer document system. Many dental offices still store these documents in paper form in a folder or file drawer which, unless locked, is not HIPAA compliant or safe from fire or other disasters.
How long should an EOB be stored?
Cigna, a large insurance carrier, recommends that you keep EOBs for at least one year. eXtension Campus, a service of public colleges and universities, recommends keeping them for three to five years after the claims are paid in full. You can also contact your state’s dental society or the American Dental Association.
A good rule of thumb is to keep them for three years and then shred them. If there is a complicated case or the patient is in a dispute over the dental treatment I would hold those for seven years.
To ensure your EOBs are stored properly consider partnering with eAssist for your dental billing. We are a HIPAA-verified company and will ensure they are stored correctly. To learn more schedule a free consultation today.
