(1) If records of several family members are located in same file, recommendation is based upon age of youngest family member.
(2) (a) Title XX records should be kept 7 years past the date of services or until the 21st birthday, whichever occurs later.
(b) The retention period of records that show use of an I.U.D. will begin to run at the end of the effective life of the I.U.D.
(c) The retention period of records that show the surgical implantation of contraceptives will begin to run when the contraceptive is exhausted.
(3) All maternal health records must be retained for 7 years past the last date of service, until the mother's 21st birthday, or until the infant's 21st birthday, whichever occurs later.
(4) All sexually transmitted disease records containing positive syphilis test results including congenital syphilis must be maintained until 7 years past the death of the patient, if known, or 18 years from the last date of service. Sexually transmitted disease medical records other than positive syphilis tests must be kept 7 years past the last date of service or until the patient's 21st birthday, whichever comes later. All sexually transmitted disease intervention records, including investigations, interviews, and disease intervention case management notes must be kept 3 years past the last date of service or until the patient's 21st birthday, whichever comes later.
(5) (a) Prevention counseling notes, risk reduction plans, and case management records compiled on HIV-positive adult clients must be maintained for 7 years past the last date of service or patient's death, if known. For HIV-positive children, the records must be kept for 3 years after the 21st birthday, even in death, or 7 years, whichever comes later.
(b) CD4 online management patient information system (Compis) reports generated from the database must be kept as long as they are administratively valuable. CD4 online management patient information system (Compis) database records are kept for 3 years past the end of the Ryan White Title II contract period.
(c) HIV/AIDS disease intervention records, including investigations, interviews, and disease intervention case management notes must be kept 3 years past the last date of service or until the patient's 21st birthday, whichever comes later.
(d) HIV-positive anonymous test results (includes serology, counseling notes, risk reduction plan, and prevention case management notes must be maintained 1 year past the test date or last date of service, whichever comes later. HIV-negative anonymous test results including serology, counseling notes, and risk reduction plan are retained for 90 days after test date, or, the results are given to the client, whichever comes first.
(e) HIV-positive confidential test results including serology and medical records must be maintained for 7 years after the patient's death, if known, or 18 years from the last date of service. HIV-negative confidential test results, including serology, counseling notes, and risk reduction plan are maintained 7 years past the last date of service or until the patient's 21st birthday, whichever comes later.
(6) X-rays showing significant abnormalities may be given to the patient and/or another authorized person. Unclaimed x-rays will be returned to program managers for disposition.
(7) Records are of research significance and must be maintained permanently.
(8) When using the C-100 Form, it is not necessary to retain the Vaccine Information Materials.
(9) Vision and Hearing screenings are mandated to take place every other year from pre-kindergarten through 7th grade.
(10) Original vaccine-preventable disease surveillance forms for the following diseases: measles, mumps, rubella, congenital rubella syndrome, tetanus, pertussis, hepatitis B, diptheria, polio, varicella, and hib Type B should be sent to the Infectious Disease Control Unit. Disease surveillance forms for other reportable infectious diseases including tuberculosis, hepatitis A, hepatitis C, Rocky Mountain Spotted Fever, Lyme Disease should be sent to Infectious Disease Control Unit.
(11) Financial records and documents must be retained for a minimum of 3 years following the date of the final expenditure report for the period to which the reports pertain, with the following qualifications:
(a) Records must be retained beyond the 3-year period if audit findings have not been resolved.
(b) Records for nonexpendable property must be retained for 3 years after its final disposition.
(c) If lab screening is done in connection with specific program, e.g., family planning, maternity, etc., data on lab report must be kept with the program record and retained until the record is destroyed.
(12) Remittance and Status Reports and claims to fully document services and supplies provided to a Medicaid client must be made available promptly upon request from the Texas Department of State Health Services, Texas Attorney General's Medicaid Fraud Control Unit, NHIC, Department of Family and Protective Services, and Representatives of the federal Department of Health and Human Services.