Agency Schedule Detail

Authorization Number : 580-1224

Agency Series No. : MEDR-11H

Status : Active

Agency Web Link :

Agency : DMH

Confidential Description : All certificates, applications, records, and reports made for the purpose of chapter 5122 and sections 2945.38, 2945.39, 2945.40, 2945.401, and 2945.402 of the Revised Code, other than court journal entries or court docket entries, and directly or indirectly identifying a patient or former patient or person whose hospitalization has been sought under this chapter, shall be kept confidential and shall not be disclosed.

Division : DMHBHOs

Vital Description :

Section : DMHBHOs

Record Title : Medical/Clinical Record

Revision : 3

Record Description : Folder containing all of the legal, administrative treatment, and other information relative to the entry, treatment, and discharge of a patient in a mental health hospital. The folder contains the originals of all standard medical record forms and originals of any locally produced medical records forms, correspondenc, admission legal/court papers, and material; received from other agencies.

Retention Period	Retention Justification	Media Code	Method of Disposal
Retain for the same period of time as paper record, however, these may be retained permanently if hospital policy dictates.	Maintain as is with the exception of deleting the Microform and Machine Readable Record discrepency, maintain same language as Paper Record.	Electronic	Erase
Retain entire record for 10 years after last discharge/death unless patient was under 18 (or 21 prior to 1/74) at time of discharge, then retain until patient would have reached age 28 (or 31 prior to 1/74), then destroy provided records have been retained 3 years after final medicare/medicaid audit reports are adjudicated.	Maintain as is with the exception of deleting the Microform and Machine Readable Record discrepency, maintain same language as Paper Record.	Microform	Shred
If records are microfilmed or digital imaged, the hard copy (paper) of the record may be destroyed after verification.	Maintain as is with the exception of deleting the Microform and Machine Readable Record discrepency, maintain same language as Paper Record.	Paper	Shred

Approvals

Status	Name	Title	Date
Approved	Martin Meeks	State Auditor	12/17/2007 11:30:00 AM
Approved	Andrea Fells	Records Officer	8/26/2008 3:03:00 PM
Approved	Michael Hardenbrook	Record Administrator	8/26/2008 3:42:00 PM
Approved	Fred Previts	State Archivist	9/8/2008 11:28:00 AM

Notes

Date	Reason	User