Student Health Services Medical Records Policy


For information on the HIPAA Law please visit the U.S. Department of Health and Human Services.

Medical Records Destruction

Students' medical records or any part thereof shall be destroyed by shredding, or other effective methods in keeping with the confidential nature of its contents. Destruction of such records must be made in the ordinary course of business.

Student Health Services is responsible for ensuring that the records have been properly destroyed.

Medical Records Retention

Pennsylvania rules and regulations for Hospital Department of Health, Title 28, 115.23 (a) & (b). Medical records, whether original, reproductions, or microfilm must be kept for minimum of 7 years following the discharge of a patient. Records of minors shall be kept until they reach majority and then for 7 years or as long as the records of adult patients are maintained.

The Marywood University Student Health Services Policy is as follows:

  • Students who Apply and Do Not Attend: records shall be kept on file for one year.
  • Students who Graduate: records shall be kept on file for seven years post graduation
  • Students who take a Leave of Absence: records shall be kept on file until the student graduates or withdraws. Files are then kept accordingly.
  • Students who Withdraw: records shall be kept on file for two years after withdrawal date.

Medical Records Security

During hours of operation, Student Health Services is adequately staffed to safeguard records from unauthorized access.

After hours of operation, or when the department is unattended, medical records are secured under lock and key allowing only authorized personnel to the records.