{"ref":"MI-HC-REC-01","title":"Client Records, Retention, and Access","category":"Records","summary":"Sets what goes into every client record, how records are written, stored and protected in controlled access files, how long they are kept (10 years from the date of service for MI Choice participants, at least seven years from the date of service under Michigan Medicaid and Home Help rules, and seven years from the last date of services for the Home Help Services Agreement), who may see them without the client's authorization (MDHHS, its authorized agents, the Department of Attorney General and federal authorities), how clients get copies and request amendments under HIPAA, and how records are kept safe if the Agency changes owner or closes.","inShort":["Every client has one complete record, written in English, legible, dated and signed.","Keep client records locked or behind your own login. Never take them home or photograph them.","MI Choice records are kept 10 years; other client records at least seven years.","Correct a mistake with one line, the date and your initials. Never erase or back-date.","Send any request for records, from a client or an official, to the office the same day."],"primaryCitation":"MPM General Information for Providers §14.1","citations":["MPM General Information for Providers §14.1","MPM General Information for Providers §14.2","MPM General Information for Providers §14.3","MPM General Information for Providers §14.4","MPM General Information for Providers §14.5","MCL 400.111b","MPM Home Help §8.6","MPM Home Help §8.6.A","MPM Home Help §8.7.A.2","MPM MI Choice Waiver §9.7","MPM MI Choice Waiver §9.12.C","MPM MI Choice Waiver §9.18","MPM MI Choice Waiver §9.23"],"federalCitations":["45 CFR §164.524","45 CFR §164.526","45 CFR §164.530","45 CFR §164.310"],"surveyorAsks":["Show me a complete client record for a MI Choice participant and one for a Home Help client.","How long do you keep records, and where are records for clients who left two years ago?"],"forms":[{"ref":"MI-HC-REC-01-A","title":"Client Record Contents Checklist"}],"headings":["Terms of Reference","1. Purpose","2. Scope","3. Definitions","4. Policy Statement (MPM General Information for Providers §14.1)","5. What Every Client Record Contains","6. How Entries Are Made","7. Where Records Are Kept and Who May Open Them","8. How Long Records Are Kept","9. Access by MDHHS, Waiver Agencies, the Attorney General and Federal Authorities","10. Client Access, Copies and Amendment","11. Change of Ownership, Closure and Destruction","12. Responsibilities","13. Records and Compliance Monitoring","14. Staff Training","15. References","16. Related Policies and Forms","17. Approval","18. Revision History"],"version":"1.0","sample":false,"pack":"mi-hca","state":"Michigan","service":"Home care","guides":[{"path":"/guides/home-care-agency-policies/","h1":"What policies does a home care agency need?"}],"agency":{"name":"Sample Agency","legalName":"Sample Agency, LLC","logo":null}}