Part V. Standards of Professional Conduct
18VAC85-140-130. Confidentiality.
A practitioner shall not willfully or negligently breach the confidentiality between a practitioner and a patient. A breach of confidentiality that is required or permitted by applicable law or beyond the control of the practitioner shall not be considered negligent or willful.
Statutory Authority
§§ 54.1-2400 and 54.1-2957.15 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 31, Issue 7, eff. December 31, 2014.
18VAC85-140-140. Patient records.
A. A practitioner shall comply with the provisions of § 32.1-127.1:03 of the Code of Virginia related to the confidentiality and disclosure of patient records.
B. A practitioner shall provide patient records to another practitioner or to the patient or the patient's personal representative in a timely manner in accordance with provisions of § 32.1-127.1:03 of the Code of Virginia.
C. A practitioner shall properly manage and keep timely, accurate, legible, and complete patient records.
D. A practitioner who is employed by a health care institution or other entity in which the individual practitioner does not own or maintain his own records shall maintain patient records in accordance with the policies and procedures of the employing entity.
E. A practitioner who is self-employed or employed by an entity in which the individual practitioner owns and is responsible for patient records shall:
1. Maintain a patient record for a minimum of six years following the last patient encounter with the following exceptions:
a. Records of a minor child, including immunizations, shall be maintained until the child reaches 18 years of age or becomes emancipated, with a minimum time for record retention of six years from the last patient encounter regardless of the age of the child;
b. Records that have previously been transferred to another practitioner or health care provider or provided to the patient or the patient's personal representative; or
c. Records that are required by contractual obligation or federal law may need to be maintained for a longer period of time.
2. Post information or in some manner inform all patients concerning the time frame for record retention and destruction. Patient records shall only be destroyed in a manner that protects patient confidentiality, such as by incineration or shredding.
Statutory Authority
§§ 54.1-2400 and 54.1-2957.15 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 31, Issue 7, eff. December 31, 2014; amended, Virginia Register Volume 41, Issue 7, eff. January 2, 2025.
18VAC85-140-150. Practitioner-patient communication.
Except as provided in § 32.1-127.1:03 F of the Code of Virginia, a practitioner shall accurately present information to a patient or a patient's legally authorized representative in understandable terms and encourage participation in decisions regarding the patient's care.
Statutory Authority
§§ 54.1-2400 and 54.1-2957.15 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 31, Issue 7, eff. December 31, 2014; amended, Virginia Register Volume 41, Issue 7, eff. January 2, 2025.
18VAC85-140-160. Practitioner responsibility.
A. A practitioner shall not:
1. Perform procedures or techniques that are outside the scope of his practice or for which he is not trained and individually competent;
2. Knowingly allow subordinates to jeopardize patient safety or provide patient care outside of the subordinate's scope of practice or area of responsibility. Practitioners shall delegate patient care only to subordinates who are properly trained and supervised;
3. Engage in an egregious pattern of disruptive behavior or interaction in a health care setting that interferes with patient care or could reasonably be expected to adversely impact the quality of care rendered to a patient; or
4. Exploit the practitioner-patient relationship for personal gain.
B. Advocating for patient safety or improvement in patient care within a health care entity shall not constitute disruptive behavior provided the practitioner does not engage in behavior prohibited in subdivision A 3 of this section.
Statutory Authority
§§ 54.1-2400 and 54.1-2957.15 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 31, Issue 7, eff. December 31, 2014.
18VAC85-140-170. (Repealed.)
Historical Notes
Derived from Virginia Register Volume 31, Issue 7, eff. December 31, 2014; repealed, Virginia Register Volume 41, Issue 7, eff. January 2, 2025.
18VAC85-140-180. Sexual contact.
A. For purposes of § 54.1-2915 A 12 and A 19 of the Code of Virginia and this section, "sexual contact" includes but is not limited to sexual behavior or verbal or physical behavior that:
1. May reasonably be interpreted as intended for the sexual arousal or gratification of the practitioner, the patient, or both; or
2. May reasonably be interpreted as romantic involvement with a patient regardless of whether such involvement occurs within the professional setting or outside of it.
B. Sexual contact with a patient.
1. The determination of when a person is a patient for purposes of § 54.1-2915 A 19 of the Code of Virginia is made on a case-by-case basis with consideration given to the nature, extent, and context of the professional relationship between the practitioner and the person. The fact that a person is not actively receiving treatment or professional services from a practitioner is not determinative of this issue. A person is presumed to remain a patient until the practitioner-patient relationship is terminated.
2. The consent to, initiation of, or participation in sexual behavior or involvement with a practitioner by a patient neither changes the nature of the conduct nor negates the statutory prohibition.
C. Sexual contact between a practitioner and a former patient after termination of the practitioner-patient relationship may still constitute unprofessional conduct if the sexual contact is a result of the exploitation of trust, knowledge, or influence of emotions derived from the professional relationship.
D. Sexual contact between a practitioner and a key third party shall constitute unprofessional conduct if the sexual contact is a result of the exploitation of trust, knowledge, or influence derived from the professional relationship or if the contact has had or is likely to have an adverse effect on patient care. For purposes of this section, "key third party of a patient" means spouse or partner, parent or child, guardian, or legal representative of the patient.
E. Sexual contact between a supervisor and a trainee shall constitute unprofessional conduct if the sexual contact is a result of the exploitation of trust, knowledge, or influence derived from the professional relationship or if the contact has had or is likely to have an adverse effect on patient care.
Statutory Authority
§§ 54.1-2400 and 54.1-2957.15 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 31, Issue 7, eff. December 31, 2014.
18VAC85-140-190. Refusal to provide information.
A practitioner shall not willfully refuse to provide information or records as requested or required by the board or its representative pursuant to an investigation or to the enforcement of a statute or regulation.
Statutory Authority
§§ 54.1-2400 and 54.1-2957.15 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 31, Issue 7, eff. December 31, 2014.