Increasingly stringent security, privacy and compliance measures require health care organizations to adhere to strict guidelines when disposing of medical records. TrueShred provides Health Insurance Portability and Accountability Act (HIPAA)-compliant data destruction services that you can trust to shred sensitive information properly and securely.
TrueShred offers both on-site and off-site medical document shredding to serve the unique needs of health care organizations from private practices to hospital systems, and everywhere in between. Both options provide HIPAA-compliant shredding procedures to ensure informational security and give you peace of mind.
On-Site Medical Shredding Services
TrueShred’s recurring secure shredding services for medical companies, private practices, hospitals, etc., are designed for medical organizations with an ongoing document destruction need. Our shredding trucks will come to your facility for one-time services or weekly, biweekly or monthly recurring services depending on your requirements. A uniformed service technician will securely transport the files to the onsite shredding truck which completely destroys the material right there, curbside.
Many TrueShred customers prefer this process because it saves time and labor. It also ensures an unbroken chain of custody since the documents never leave the premises.
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Off-Site Record Shredding Services
Does your health care facility need to destroy bulk quantities of documents at the end of the retention period? Shredding records off-site provides a convenient, cost-effective solution. Our trucks will come to your facility, pick up your storage containers and securely transport them to our Manassas, VA, secure destruction facility. You can also drop off the documents if you prefer, for a more cost-effective option.
Highly trained, professional TrueShred team members use industry-leading destruction equipment to safeguard your patients’ personal health information. We complete the entire process in-house, eliminating chain of custody concerns.
What Makes TrueShred a HIPAA-Compliant Shredding Service Provider?
The HIPAA Privacy Rule outlines the need for health care organizations to safeguard their patients’ protected health information (PHI). Although there is no official HIPAA certification process, medical providers must demonstrate compliance with the act’s provisions.
TrueShred is a HIPAA-compliant file shredder that meets these stringent standards. All TrueShred employees undergo National Association of Information Destruction (NAID) AAA Certification screenings to verify their understanding of the applicable data protection laws. We also issue a Certification of Destruction after completing the job to ensure compliance and an appropriate audit trail for all discarded PHI.
Other Reasons to Choose TrueShred
Additional factors that set TrueShred apart from other medical records shredding companies include:
- Fair, transparent pricing.
- Reliability and guaranteed satisfaction.
- Secure chain of custody for sensitive medical data.
Also, we’re a locally owned family company founded and operated by business security professionals, so you can be rest assured that we will meet your needs.
Learn More About Medical Records Shredding Services
Do you need recurring or one-time medical records shredding from a reliable provider? Take the next step by requesting a quote or submitting the online contact form for more information today.
1. What are the HIPAA guidelines for destruction of medical records?
Under the Health Insurance Portability and Accountability Act (HIPAA), healthcare providers, hospitals, and medical offices must ensure that all protected health information (PHI) is destroyed in a manner that prevents unauthorized access or disclosure. HIPAA-compliant medical record destruction means using secure methods such as cross-cut shredding, pulverizing, or certified document destruction through a professional shredding company. In the Washington D.C., Maryland, and Northern Virginia area, compliant shredding services like ours provide locked collection containers, chain-of-custody documentation, and a Certificate of Destruction after each service to maintain full legal compliance.
2. Can patients have their medical records destroyed?
Patients generally cannot demand immediate destruction of their medical records, as healthcare providers are legally required to retain records for a specific period of time based on state and federal laws. After the retention period expires, records may be destroyed—but only through HIPAA-compliant medical record shredding services. In Maryland, most providers retain adult medical records for at least 5 years after the last treatment, while Virginia and Washington D.C. often require retention for 6 years or longer. After that, the provider can securely dispose of the records through professional document shredding or medical waste destruction services.
3. What are the laws on medical record retention and destruction in D.C., Maryland, and Northern Virginia?
Each jurisdiction has slightly different rules: Washington D.C.: Medical records must be kept for at least 3 years after the last date of service, or longer depending on patient age. Maryland: Healthcare providers must keep records for at least 5 years for adults and until a minor reaches age 18 plus 3 years. Virginia: Records should be maintained for 6 years after the last encounter or until a minor reaches age 18 plus 6 years. Once the retention period ends, HIPAA-compliant shredding is required to ensure full privacy protection. Our services across the DMV region provide on-site and off-site medical records shredding, ensuring total confidentiality and legal compliance.
4. How do you properly dispose of medical records in Washington D.C., Maryland, and Northern Virginia?
The safest and most compliant way to dispose of medical records is through a certified medical records shredding company that follows HIPAA and HITECH guidelines. Steps include: Collecting records in locked bins or consoles at your facility. Scheduling secure pick-up or on-site shredding. Witnessing destruction for compliance assurance. Receiving a Certificate of Destruction documenting the process. Businesses and healthcare organizations in the D.C., Maryland, and Northern Virginia area rely on local shredding experts for secure, affordable, and compliant destruction of paper and electronic medical records.
