Kansas Records Retention Schedules

Results of Query:

Agency Code: 000-111 (Local Government Records. Health Department)

Page 1 of 1 showing 16 records of 16 total, starting on record 1

Agency Number: 000-111
Local Government Records
Health Department

SERIES ID	0002-111
TITLE	Adult and Child Care Licensing and Registration Records
DESCRIPTION	Records of registration and inspection of care facilities for both children and adults. May include license cards, facility files, and facility assessments.
RETENTION	See Comments
COMMENTS	Retain 5 years after close of facility, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0010-111
TITLE	Child Care Facility Complaints and Reports of Investigation Files
DESCRIPTION	Documents relating to complaints lodged against child care facilities including reports of confirmed child abuse, neglect, or sexual abuse.
RETENTION	3 fiscal years
COMMENTS	Reports involving confirmed child abuse, neglect, or sexual abuse complaints are sent to KDHE.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(11)
APPROVED	2008-07-17
K.A.R. NUMBER	53-2-156

SERIES ID	0001-111
TITLE	Client Records
DESCRIPTION	Medical records, including laboratory reports, of persons treated in local health care facilities. Includes adult and child health, family planning, maternal health, mental health and primary care.
RETENTION	See Comments
COMMENTS	Retain 10 years after last contact, then destroy. (For juvenile records, retain 10 years after last contact or until 21st birthday, whichever is later, then destroy.)
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(3)
APPROVED	2008-07-17
K.A.R. NUMBER	53-2-156

SERIES ID	0003-111
TITLE	Communicable Disease Records
DESCRIPTION	Records and supporting documentation relating to communicable diseases in individual clients. May include name, address, disease type, when and how contracted and treatment measures.
RETENTION	See Comments
COMMENTS	If not treated, retain 2 calendar years, then destroy. If treated, retain 10 calendar years. (For juveniles, retain 10 years or until 21st birthday, whichever is later.)
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(3)
APPROVED	2008-07-17
K.A.R. NUMBER	53-2-156

SERIES ID	0011-111
TITLE	Consent for the Release of Confidential Information Forms
DESCRIPTION	Files relating to optional educational programs offered upon a patient's discharge, consisting solely of contact information (name, address and phone) and whether or not the patient opted to accept services.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	2008-07-17
K.A.R. NUMBER	53-2-156

SERIES ID	0240-000
TITLE	Credentialing Documentation
DESCRIPTION	Documents relating to employee and contractors credentialing process. The records establish that the applicants required qualifications to practice in the state of Kansas have been met or are in the process. Documents may include correspondence, evaluations and credentials added during time of employment in addition to proof of academic diplomas and other certifications, regardless of form or format.
RETENTION	See comments
COMMENTS	Retain until practitioner terminates employment plus 21 calendar years
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4)
APPROVED	2016-10-20
K.A.R. NUMBER	53-2-193

SERIES ID	0013-111
TITLE	HIPAA Complaint Records
DESCRIPTION	Consists of "Protected Health Information Handling Complaint Form" (or similar content) submitted to employee(s) serving as HIPAA Privacy Officer(s), associated correspondence and other associated records documenting complaints, investigations of complaints and responses to complaints.
RETENTION	6 calendar years
COMMENTS	Maintained by HIPAA Privacy Officer(s).
DISPOSITION	Destroy
RESTRICTIONS	Maintain confidentially, consistent with HIPAA Privacy Rule, Kansas statutes and any other applicable regulations.
APPROVED	2010-04-08
K.A.R. NUMBER	53-2-163

SERIES ID	0014-111
TITLE	HIPAA Compliance Records
DESCRIPTION	Records created to comply with requirements of the Federal Health Portability and Accountability Act of 1996 (HIPAA) or created to document compliance with the Privacy Rule of the Act, which regulates treatment of Protected Health Information (PHI). Some or all of the documents in this records series may be filed within Client Charts (and considered part of that records series), may be filed separately, or may be maintained in duplicates to copies filed as part of Client Charts. Examples of documents in this series may include, but are not limited to, "Acknowledgment of Notice of Privacy Practices," "Documentation of Good Faith Efforts," "Client Request to Access Protected Health Information," "Client Approval to Access Protected Health Information."
RETENTION	6 calendar years
COMMENTS	When Client Chart files are maintained, all HIPAA compliance records may be filed in charts of individual clients. In some cases, charts may not be created or duplicate documents may be maintained by employee(s) serving as HIPAA Privacy Officer(s) for compliance purposes.
DISPOSITION	Destroy
RESTRICTIONS	Maintain confidentially, consistent with HIPAA Privacy Rule, Kansas statutes and any other applicable regulations.
APPROVED	2010-04-08
K.A.R. NUMBER	53-2-163

SERIES ID	0004-111
TITLE	Immunization Consent Forms
DESCRIPTION	Contains name, date, age, immunization type and consent form.
RETENTION	See Comments
COMMENTS	Retain 20 calendar years after contact, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(3)
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0012-111
TITLE	Lab Reporting Ledger
DESCRIPTION	Nurses' daily sheets, containing information on lab tests, kept mostly to ensure oversight and accountability. Information is duplicated in client's individual files.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	2008-07-17
K.A.R. NUMBER	53-2-156

SERIES ID	0005-111
TITLE	Reports to the State Department of Health and Environment
DESCRIPTION	Reports and supporting documentation regarding activity of, and surveillance on, communicable and venereal diseases in the county.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0006-111
TITLE	Tuberculosis Records
DESCRIPTION	Records and supporting documentation relating to cases of Tuberculosis in individual clients. May include name, address, disease type, x-rays, when contracted and treatment measures.
RETENTION	See Comments
COMMENTS	If not treated, retain 2 calendar years, then destroy. If treated, retain 10 calendar years. (For juveniles, retain 10 years or until 21st birthday, whichever is later.) If client information is needed beyond the standard retention periods listed above, it can be obtained from KDHE's Bureau of Disease Control.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(3)
APPROVED	2008-07-17
K.A.R. NUMBER	53-2-156

SERIES ID	0241-000
TITLE	Utilization Review (UR) Forms
DESCRIPTION	Utilization Review documents initial and 90-day peer review processes necessary for Community Mental Health Centers licensing. Utilization Reviews are performed on patient records to assure that services are appropriate and necessary and that staff and resources are allocated appropriately. Documents are also reviewed to see if treatment plans are appropriate and if other services might also be utilized. UR feedback sheets and logs also document whether or not a case should be closed due to lack of activity. Utilization Reviews are performed monthly.
RETENTION	006 cld years
COMMENTS	Utilization Review (UR) documents initial and 90-day peer review pursuant to KSA 65-4915. KAR 30-60-57 for Community Mental Health Centers requires that URs be maintained for five years. Community Mental Health Center (CHMC) licensing requirements 30-60-57 requires these documents. These records contain protected health information (PHI). This record may be in either paper or electronic form and records include UR feedback sheets and logs.
DISPOSITION	Destroy
RESTRICTIONS	45-221(a)(1)(3), & HIPAA Privacy Rule, 45 CFR Parts 160 and 164.
APPROVED	2016-10-20
K.A.R. NUMBER	53-2-193

SERIES ID	0007-111
TITLE	Venereal Disease Records
DESCRIPTION	Records and supporting documentation relating to venereal diseases in individual clients. May include name, address, disease types, when contracted and treatment measures.
RETENTION	See Comments
COMMENTS	If not treated, retain 2 calendar years, then destroy. If treated, retain 10 calendar years. (For juveniles, retain 10 years or until 21st birthday, whichever is later.) If client information is needed beyond the standard retention periods listed above, it can be obtained from KDHE's Bureau of Disease Control.
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 45-221(a)(3)
APPROVED	2008-07-17
K.A.R. NUMBER	53-2-156

SERIES ID	0008-111
TITLE	Women, Infant, and Children Program Case Files
DESCRIPTION	All records and supporting documents that combine to create a case file. May include name, address, and income of recipient, correspondence, eligibility information, applications, voucher redemption information, etc.
RETENTION	004 fisc yrs
COMMENTS	Current federal fiscal year plus prior three fiscal years.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted.
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120

SERIES ID	0009-111
TITLE	Women, Infant, and Children Program Records
DESCRIPTION	Documents pertaining to the operation of this grant program, including program statistics, lists of participants, visit logs, certification/eligibility documents, terminations records, vendor contracts, etc.
RETENTION	004 fisc yrs
COMMENTS	Current federal fiscal year plus prior three fiscal years.
DISPOSITION	Destroy
RESTRICTIONS	Portions may be restricted.
APPROVED	1999-07-08
K.A.R. NUMBER	53-2-120