Answer 4 quick questions about any medical document and get a clear retention recommendation — based on IRS rules, Medicare requirements, and legal best practices.
| Document Type | Typical Retention | Authority |
|---|---|---|
| EOBs | 1–3 years | Best practice; match to provider bill cycle |
| Provider Bills | 3 years after payment | Statute of limitations (varies by state) |
| Payment Receipts | 3 years | IRS (if not tax-claimed) |
| HSA / FSA Receipts | 7 years after filing | IRS — HSA substantiation requirements |
| Denial / Appeal Letters | Duration of dispute + 3 years | Legal best practice |
| Good Faith Estimates | 3 years from service date | No Surprises Act — patient-provider dispute window |
| Prior Authorizations | 3 years from service | Insurance audit window |
The IRS can audit tax returns for up to 3 years from the filing date (6 years for substantial understatement). If you've claimed medical deductions on Schedule A, keep supporting records for at least 3 years. HSA reimbursements have a longer window — keep HSA receipts for 7 years from the tax return filing date.
Most states allow medical malpractice claims within 1–3 years from the date of injury or discovery. Some states extend to 7 years for foreign objects or fraud. Keeping your records for at least 3 years after treatment preserves your legal options. If you have a complex or ongoing condition, consider keeping records for 7–10 years.
Medicare requires providers to retain records for 5 years from the date of service. While this requirement applies to providers (not patients), matching this window ensures you have documentation if your provider's records are questioned. Private insurers typically have a 2–3 year audit window.
If you receive a bill that's at least $400 more than your Good Faith Estimate, you have 120 days to initiate a patient-provider dispute. Keep your GFE for at least 3 years from the service date — this covers the dispute window plus the resolution timeline.
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