Agency Schedule Detail

Authorization Number : 50750014

Agency Series No. : 402-55-10

Status : Active

Agency Web Link :

Agency : ODM

Confidential Description : May contain Medicaid recipient personal medical information.

Division : ODMOPER

Vital Description :

Section : ODMOPERBUOP

Record Title : Direct Reimbursement Files

Revision : 2

Record Description : Record documenting the direct reimbursement to recipients, and assistance provided to obtain refunds from providers for out-of-pocket expenses for services rendered prior to receiving assistance from Medicaid. Files include voucher requests, provider billing information, copies of invoices, pharmacy receipts, credit card statements, power of attorney, and related correspondence that may contain confidential medical information.

Retention Period	Retention Justification	Media Code	Method of Disposal
Retain in office 7 years, then destroy provided audits are completed, reports are released and all discrepancies are resolved.	Direct reimbursement of expenses is required by OAC 5101:3-1-60.2 Documentation is retained for audit review to verify payment to Medicaid recipients.	Electronic	Erase
Retain in office 7 years, then destroy provided audits are completed, reports are released and all discrepancies are resolved.	Direct reimbursement of expenses is required by OAC 5101:3-1-60.2 Documentation is retained for audit review to verify payment to Medicaid recipients.	Paper	Shred

Approvals

Status	Name	Title	Date
Approved	Dennis Hawk	Records Coordinator	1/29/2024 8:43:09 AM
Approved	Katherine DuMond	Records Officer	12/2/2024 3:35:07 PM
Approved	Terri Dittmar	Record Administrator	12/3/2024 8:22:02 AM
Approved	Fred Previts	State Archivist	12/3/2024 10:51:56 AM
Approved	Martin Meeks	State Auditor	12/4/2024 8:11:59 AM

Notes

Date	Reason	User