In the world of medical aesthetics, compliance doesn’t end once the treatment is complete. State regulators expect detailed documentation of every Good Faith Exam – and they also expect those records to be available for years after the fact.
How long you must keep them depends on your state’s laws, but one thing is universal: if a board or investigator asks for records and you can’t produce them, it’s a problem.
If you need a refresher on what documentation should be included in a Good Faith Exam record, start with What Documentation Needs to Be Kept to Prove a Good Faith Exam Was Completed.
Why Record Retention Matters
Good Faith Exam documentation is both a compliance requirement and a legal safeguard. These records protect your Med Spa if:
- A patient files a complaint months or years later
- A board requests proof of proper delegation or supervision
- A malpractice claim arises and your insurer needs documentation
Without these records, your practice could face penalties, suspended operations, or even loss of licensure.
For context on how boards enforce these standards, read How Do States Enforce Good Faith Exam Regulations.
State-by-State Retention Standards
While exact retention requirements vary, most states require medical records, including Good Faith Exam documentation, to be kept for a minimum of 5 to 7 years. Some states have longer requirements, especially for minors or telehealth encounters.
| Record Type | Standard Retention Period | Notes |
| Adult Patient Records | 5–7 years after the last date of service | Some states require longer for telemedicine. |
| Minor Patient Records | Until the patient reaches 18–21 years old, plus 1–7 years depending on the state | Applies to any record of a minor’s treatment or exam. |
| Telehealth Records | Typically 7–10 years | States often extend retention for virtual encounters. |
| Good Faith Exam Documentation | Should follow the same schedule as full medical records | Treat as part of the medical record under state law. |
To see how retention laws vary, visit Do Laws Around Good Faith Exams Differ by State.
How to Store and Protect Records
Record retention isn’t just about keeping files. It’s about securing them. Best practices include:
- Storing records in HIPAA-compliant systems rather than on local drives or paper files
- Backing up data securely to prevent loss from system failures
- Maintaining audit trails that show who accessed each record and when
- Ensuring retrievability for the entire retention period
Electronic records are legally acceptable in every state, as long as they meet security and accessibility standards.
If your Med Spa offers virtual exams, make sure your telehealth partner’s system complies with both state retention and telemedicine documentation rules.
How Spakinect Simplifies Record Retention
Spakinect’s system automatically handles documentation and retention so you never have to chase paperwork.
- Patients connect with a provider in an average of 31 seconds
- Exams are conducted by professional and licensed W-2 providers who receive an additional 40+ hours of compliance and aesthetic education
- Every exam is documented, time-stamped, and securely stored in your client portal
- All processes are vetted by Medical Boards and legal experts to meet retention and audit standards
- Coverage spans 40 states and counting, supporting single- and multi-location Med Spas
To confirm your coverage, visit States We Service.
FAQs: Retaining Good Faith Exam Records
How long do I have to keep Good Faith Exam records?
Most states require records to be kept for at least 5 to 7 years after the last service. For minors or telehealth, the requirement is often longer.
Do virtual exam records follow the same rules?
Yes. Telehealth encounters are medical records and must follow the same, or stricter, retention rules.
Can electronic records replace paper?
Yes, provided the system is HIPAA-compliant and can produce records on demand if audited.
What happens if I can’t produce exam records?
You may face fines, board investigations, or claims of improper supervision. Learn more in What Happens If I Don’t Perform a Good Faith Exam.
Does Spakinect handle record storage automatically?
Yes. All documentation from Spakinect exams is securely stored, organized, and accessible through your client portal.
Final Takeaway
Record retention is proof of your professionalism and protection against liability.
With Spakinect, you never have to worry about lost or incomplete files. Every Good Faith Exam is performed, documented, and stored in compliance with Medical Board and legal standards, keeping your Med Spa protected long after the treatment is complete.
