Closing a Practice in Utah: Records Checklist

For a practice that is closing, being sold, relocating or whose physician is retiring. Prepared 21 September 2026.

How long records must be kept

Adult patients: Utah's Medical Practice Act Rule sets NO retention period. R156-67 was read in full; its only records provision defers to applicable law and to the AMA Code of Medical Ethics.
Patients who were minors: None set by the Utah rule.
Clock starts: Not applicable - no rule clock exists.
Also: The '7 years' figure in circulation comes from R432-500-21, the FREESTANDING AMBULATORY SURGICAL CENTER licensing rule. It is a facility rule and does not govern a physician office.
Also: The operative floors are HIPAA's 6 years and the malpractice limitation period.
Also: Knowingly failing to transfer pertinent and necessary records, or a summary, to another physician at the patient's request is unprofessional conduct.

Before you close — what this state requires

Where a records custodian fits

Utah law addresses a records custodian directly in the items above. Morgan Records Management performs this role; the duties below are the ones that transfer to, or must be evidenced by, whoever holds the records.

UTAH CODE 58-67-304(1)(b), A CONDITION PRECEDENT FOR LICENCE RENEWAL - every two-year cycle, EVERY licensee 'shall APPOINT A CONTACT PERSON FOR ACCESS TO MEDICAL RECORDS AND AN ALTERNATE CONTACT PERSON for access to medical records in accordance with Subsection 58-67-302(1)(i).' Not a closure rule - a standing, recurring duty that every Utah physician already owes at every renewal.
58-67-304(1)(c): a licensee practising in a location with NO OTHER LICENSED PHYSICIAN shall 'provide some method of NOTICE TO THE LICENSEE'S PATIENTS OF THE IDENTITY AND LOCATION of the contact person and alternate contact person'. Solo practitioners must tell their patients who holds the records.
Utah is therefore the strongest 'you need this BEFORE you close' state: the contact person and alternate are required at every renewal; a records custodian can serve as both.

Where this comes from

Read this before you act on it. Every statement above was taken from the state's own published rule or statute and is quoted or closely paraphrased from it. It is a working checklist, not legal advice, and it is a snapshot: retention periods change, and several states adjust their copying fees every year. Confirm the current text with the source listed above, or with your attorney, before you rely on a date or a dollar figure.

Figures stated as of: Verified September 2026

Prepared by Morgan Records Management for Utah. Checklist built 21 September 2026.

Utah — Medical Records Checklist

How long records must be kept

Before you close — what this state requires

Where a records custodian fits

Where this comes from