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Who We Serve/ Healthcare Providers
For physicians retiring or
closing a practice
Appoint Omega as your records custodian and meet your legal and ethical
obligations to former patients, without carrying that weight yourself for the next
ten years.
Last updated September 14, 2026
Omega Medical Records serves healthcare providers who are retiring, selling, merging, or closing a practice. We take legal custody of the patient records, extract them from the EMR with our partner Medical Data Archiving, retain them for the full period your state requires, and fulfill every request that arrives afterward. You are not contacted again
What closing a practice requires of you
Retiring does not end your duty to the chart. State law expects you to keep records available for years after your last patient, notify patients where their records went, and, in most states, tell the licensing board who holds them. Miss any of those and you are the one the board, the attorney, or the patient calls.
What Omega takes off your plate
Legal custody. A custodial agreement transfers responsibility for the records to Omega.
Extraction. Medical Data Archiving exports every chart from your EMR and scans paper, with a verification report before the EMR is shut off.
Notification. A patient letter template and a records-request page for your practice, plus what your state board needs to hear from you.
Retention. Encrypted storage for the full state and federal period, tracked for adults and minors, with compliant destruction at the end.
Every request. Patients, attorneys, insurers, and agencies contact Omega, never you. Identity verified, records released, each release documented.
Retention schedules by state and practice type
How long you must keep records depends on the state you practiced in, whether you are a physician office or a hospital, whether you treated minors, and federal overlays such as Medicare Advantage contracts. Pick your state to see the schedule, the citation, and what changes when you close.
Georgia example. Physicians keep each item in a record for not less than 10 years from the date it was created (O.C.G.A. § 31-33-2). Hospitals keep records 5 years after discharge, and 5 years past the age of majority for minors (Ga. Comp. R. & Regs. 111-8-40-.18). A physician who retires or sells may meet the duty by notifying patients and offering to transfer their records, which is where a custodian comes in.
Your timeline
When
What happens
90 days
out
Quote, custodial agreement signed, EMR export authorized.
60 days
out
Extraction and paper scanning under way. Patient notification letters go out.
30 days
out
Archive verified. Notice filed with your state medical board. Records-request page live.
Closing
day
EMR shut off. Omega is the custodian of record. Requests route to us.
Years 1 to
10+
We hold, release, and document. You enjoy your retirement.
Ready to transfer custody?
Tell us about the practice and we will send a no-obligation quote.
Hand Off the Records. Hold On to Your
Retirement. The compliant, lasting home for
medical records after a practice closes.
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