Client Records, Storage, and Retention
Sets what every client record contains, where client records are kept and secured, who may see them, how the Agency answers requests from the Ohio Department of Health, ODA, ODM and auditors, and how long records are kept: at least six years after the last service or last payment, whichever is later, which meets the ODA and ODM retention rules and is applied to private-pay clients as the Agency's own standard.
About this policy
- Policy number
- OH-HC-RM-01
- Version
- 1.0
- Main rule
- OAC 3701-60-03(D)
- Library
- Ohio home care · 49 policies
- Category
- Records
- Sections
- 20
In short
- Every client has one record. It is kept locked at the office or in the secure computer system.
- Keep the home folder in the place the client chose. Never take client papers home or leave them in your car.
- Write only what really happened, and sign or initial every entry.
- If a regulator or auditor asks for records, tell the Administrator at once. Never add to or change a record after a request.
- Client records are kept at least six years after the last service or last payment.
What's inside
20 sections. The full text comes with the One-time Policy Pack.
- Terms of Reference
- 1. Purpose
- 2. Scope
- 3. Definitions
- 4. Policy Statement (OAC 3701-60-03(D))
- 5. What the Client Record Contains
- 6. Opening, Organizing and Writing in the Record
- 7. Where Records Are Kept
- 8. Who May See the Record
- 9. Requests from Regulators, Program Reviewers and Auditors
- 10. How Long Records Are Kept
- 11. Destroying Records
- 12. If the Agency Closes, Sells or Changes Ownership
- 13. Responsibilities
- 14. Records and Compliance Monitoring
- 15. Staff Training
- 16. References
- 17. Related Policies and Forms
- 18. Approval
- 19. Revision History
An inspector may ask
- Where are client records kept, and who has access to them?
- Show me the complete record for this client, including the activity plan and visit notes for last month.
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