region/plan-specific news : Employer Plans Nationwide

Maintaining EAP records: Best practices for clinicians

Picture a vintage vinyl record collection—The Beatles, The Rolling Stones, maybe some Fleetwood Mac or Led Zeppelin. The owner would likely safeguard those records as treasured keepsakes. Your EAP case records might not be “timeless classics,” but they warrant a little extra care—and retention. These records tell each client’s story by capturing your clinical approach, their progress, and every detail of the therapeutic alliance you helped build.

Magellan's EAP record checklist

Retention period: Keep clinical, financial, and administrative EAP case records for as long as required or permitted by applicable state and federal laws.

Secure storage: Lock up paper files or safeguard digital records when not in use to protect confidentiality.

Proper disposal: When the time comes, destroy records safely in accordance with state and federal laws.

Record requests: If Magellan requests documentation, i.e., as part of a quality chart review, please provide it within 30 days of receipt of the request letter.

More than just records

Good recordkeeping isn’t just paperwork. It helps:

• Document your clinical rationale
• Support coordinated treatment
• Contribute to quality outcomes
• Make finding and sharing records easier

This is the kind of value worth safeguarding.

Your role matters

Your expertise changes lives—and your records help tell that story. Magellan is proud to collaborate with providers like you, those who show up with compassion, insight, and professionalism, day in and day out. Like a classic vinyl that consistently plays its timeless tune, you keep delivering the care that makes all the difference.

Thank you for everything you do.

Questions?

If you have any questions about record retention, contact Trent Thornton, senior quality clinical reviewer, at (314) 279-7987 or ThorntonT@MagellanHealth.com. We’re here to support you in the provision of excellent care.