Michigan Nursing Home Administrator (NHA) Practice Exam

For how long must a facility retain records of service orders?

1. 5 years

2. 6 years

3. 10 years

4. Indefinitely

The correct answer is: 6 years

The requirement to retain records of service orders for six years is aligned with statutory guidelines that govern healthcare facilities, including nursing homes in Michigan. This period is essential for ensuring that the facility retains adequate documentation to support care provided to residents, comply with legal and regulatory requirements, and facilitate audits or reviews that may occur in the future. Retaining records for six years strikes a necessary balance between ensuring accountability and maintaining manageable records storage practices. This duration allows for continuity of care to be verified and any potential disputes regarding service orders to be resolved with the necessary documentation on hand. It acknowledges that the details of service orders may be relevant to various legal, administrative, and clinical inquiries long after the service has been rendered. In contrast, retention periods longer than six years, such as 10 years or indefinitely, could lead to unnecessary burdens in terms of storage costs and administrative overhead without providing significant additional benefit for the standard auditing and regulatory processes. Similarly, shorter retention periods like five years might not sufficiently cover the lifespan of potential inquiries or disputes, thus not meeting the comprehensive needs of residents and the facility. Hence, six years is established as the ideal retention time frame in this context.