Kansas Records Retention Schedules

Results of Query:

Agency Code: 039 (Department for Aging and Disability Services)

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Agency Number: 039-008
Department for Aging and Disability Services
State Hospitals and Institutions

Operation and oversight of state hospitals and related facilities was transferred to KDADS at the beginning of FY2012.

SERIES ID	0165-629
TITLE	In-Service Files
DESCRIPTION	Records related to specific courses taught and the participation of individuals in them: student rosters, attendance records, syllabi, and other miscellaneous documents.
RETENTION	See Comments
COMMENTS	Will require purging by archives staff.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-10-13 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-076

SERIES ID	0322-629
TITLE	Insurance Notebooks
DESCRIPTION	Insurance claim forms for patient hospitalization billing filed in notebooks for convenience of reference.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0533-629
TITLE	Intermediate Care Facilities Files
DESCRIPTION	Records related to inspections and certifications required by the federal Health Care Financing Administration: reports, regulations, correspondence, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-075

SERIES ID	0120-629
TITLE	Intermediate Care Facilities for Mentally Retarded Surveys
DESCRIPTION	Surveys made by the Department of Health and Environment to monitor programs and services which cite any deficiencies and the agency's plan of corrections to ensure compliance with federal standards.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0243-629
TITLE	Intermediate Care Facilities for the Mentally Retarded Financial Records
DESCRIPTION	Financial and statistical records required by all Intermediate Care Facilities for the Mentally Retarded providers to ensure the accountability to the federal government including cost reports.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0314-629
TITLE	Inventory Database
DESCRIPTION	Computer database used to manage capital property inventory.
RETENTION	See Comments
COMMENTS	Retain data until updated, then delete. Data is also printed in reports scheduled as part of other series.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

SERIES ID	0531-629
TITLE	Inventory Property Number Registers
DESCRIPTION	Lists of agency non-expendable property on inventory: dates of acquisitions, types of property, descriptions, and property numbers assigned.
RETENTION	See Comments
COMMENTS	Retain until no longer in effect plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-075

SERIES ID	0320-629
TITLE	Inventory Records - Library Materials
DESCRIPTION	Records related to inventory management of library materials.
RETENTION	See Comments
COMMENTS	Retain until superseded by new inventory plus 3 fiscal years, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0530-629
TITLE	Inventory Transaction Register
DESCRIPTION	Hand completed forms listing all purchases of capital equipment - maintained in conjunction with copies of DAM013 reports.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-075

SERIES ID	0500-629
TITLE	Invoice Files
DESCRIPTION	Accounts payable records consisting of invoices from vendors and contractors along with some supporting documents.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-13
K.A.R. NUMBER	53-2-075

SERIES ID	0227-629
TITLE	Job Training and Partnership Act Employees Files
DESCRIPTION	Documents associated with employment of specific personnel under the Job Training and Partnership Act: employment contract, time sheets, evaluations, and other personnel materials.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(4) & 39-709b
APPROVED	1993-04-15 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-096

SERIES ID	0466-629
TITLE	Key and Combination Control Files
DESCRIPTION	Documents listing the combinations to locks and to whom key is assigned.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-087

SERIES ID	0325-629
TITLE	Key Deposit Receipt Books
DESCRIPTION	Receipt books indicating which employee has paid a deposit on a facility key and when the key was returned.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0270-629
TITLE	Key Security Log
DESCRIPTION	Log relating to the control and issuing of facility security key sets.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0253-629
TITLE	Laboratory Request Slips
DESCRIPTION	Internal forms used to keep track of requests from physicians for various types of laboratory work to be completed on residents including type of work needed, resident's name, date of birth, etc.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0186-629
TITLE	Laboratory Specimen Log
DESCRIPTION	Specimen log used to record the completion of laboratory work for residents.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0327-629
TITLE	Laundry Production Costs Records
DESCRIPTION	Laundry production costs summary data compiled for budgetary purposes.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0104-629
TITLE	Leisure Activities Evaluation Forms
DESCRIPTION	Forms used to evaluate the effectiveness of large group leisure activities for the residents at the facilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-13
K.A.R. NUMBER	53-2-093

SERIES ID	0132-629
TITLE	Linen Delivery Records
DESCRIPTION	Documents used to record the amount of linen delivered to each unit daily.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-093

SERIES ID	0488-629
TITLE	Lists of Outstanding Obligations
DESCRIPTION	DA forms 118 and associated materials used to document funds encumbered from previous fiscal year which are yet to be disbursed.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-075

SERIES ID	0463-629
TITLE	Maps of Utility Locations
DESCRIPTION	Maps required for maintenance of water lines, sewer lines, telephone cables and other utilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0487-629
TITLE	Meal Tickets
DESCRIPTION	Tickets for meals sold to employees and other non-residents.
RETENTION	001 fisc yr
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0251-629
TITLE	Mealtime Management Files
DESCRIPTION	Documents relating to the unit feeding committees to assess at-risk residents and their progress.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0351-629
TITLE	Medicaid and Medicare Logs
DESCRIPTION	Logs used in conjunction with cost report data which monitor the charges and payments for billing each patient.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3) & 39-709(b)
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0457-629
TITLE	Medical and Service Records -- SRS Hospitals and Facilities
DESCRIPTION	Documents concerning individual patient care including: medical, psychiatric, social, and legal information, as well as correspondence, progress notes, and response to treatment.
RETENTION	See Comments
COMMENTS	Retain for 10 years after the date of last discharge. According to SRS legal counsel, 45 CFR Section 164.530(j)(2) states "all patient records must be retained for 6 years from the date of the patient's discharge, transfer or death", & 42 CFR Section 482.24(b)(1) states "Medical records must be retained in their original or legally reproduced form for a period of at least 5 years".
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	2011-04-28 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-167

SERIES ID	0456-629
TITLE	Medical Record - Child or Adolescent
DESCRIPTION	Documents of individual patient care including: medical, psychiatric, social, and legal information, as well as correspondence, progress notes, and response to treatment.
RETENTION	See Comments
COMMENTS	Retain 1 yr beyond the date that patient reaches majority, or 10 years after last discharge date, whichever is longer. Every 100th file transfer to archives.
DISPOSITION	See Comments
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0449-629
TITLE	Medical Staff Bylaws
DESCRIPTION	Original bylaws and updates which physicians must agree to abide by while practicing at the State Hospitals.
RETENTION	See Comments
COMMENTS	Retain until superseded or no longer in effect, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0349-629
TITLE	Medicare Remittance Advice
DESCRIPTION	Medicare payment history maintained on patients and used for billing purposes.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-099

SERIES ID	0696-629
TITLE	Medication Alert/El Dorado Medication Error Tool Form
DESCRIPTION	Forms describing medication errors which occurred during the treatment of patients which are used as a monitoring tool to ensure that quality standards are met and maintained.
RETENTION	002 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-04-14 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-100

SERIES ID	0142-629
TITLE	Medication and Supply Requisitions
DESCRIPTION	Internal requisitions received from all areas to the central supply for medication and supplies including area requesting items, date, items requested, quantity, price, person requesting item, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0348-629
TITLE	Menu Files
DESCRIPTION	Documents relating to the preparation of patient dietary needs.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0153-629
TITLE	Midnight Movement Reports
DESCRIPTION	Reports from residence units regarding patient movements in and out of the units - information summarized in Client Census Reports (q.v.).
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1989-04-27 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-079

SERIES ID	0733-629
TITLE	Minutes - Treatment Teams
DESCRIPTION	Minutes of unit treatment teams which meet to review individual patient activities and treatment.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(3) & KSA 65-5602
APPROVED	2001-01-11 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-125

SERIES ID	0408-629
TITLE	Monitoring Information
DESCRIPTION	Documents related to monitoring of patient care and staff clinical performance which includes: protocols, monitoring and quarterly reports related to quality assurance functions for accreditation.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0336-629
TITLE	Monthly Fire Prevention Reports
DESCRIPTION	Reports made on a variety of fire related activities including building, fire and safety inspections, reported hazards, fire drills, reported fires, fire extinguisher inspections, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0345-629
TITLE	Monthly Inspection List
DESCRIPTION	Check list assigning the security officers to the various types of inspections made at the facility for health and safety reasons.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0354-629
TITLE	Monthly Room Inspection Reports
DESCRIPTION	Fire and safety inspection reports made of individual living quarters to ensure the welfare of the patients.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0343-629
TITLE	Music Therapy Activity Files
DESCRIPTION	Documents relating to the planning and implementation of music therapy activities scheduled for the patients.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0342-629
TITLE	Music Therapy Professional Files
DESCRIPTION	Documents relating to the function and operation of the music therapy program.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0311-629
TITLE	Neighborhood Youth Corps Health Records
DESCRIPTION	Minimal health examination records maintained on participants in the NYC (summer job) program: nursing assessments, TB test results, and injury reports.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1988-10-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-076

SERIES ID	0107-629
TITLE	Nursing Administration Records
DESCRIPTION	Wide variety of documents used in the administration of the nursing services at the facilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions may be restricted
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0123-629
TITLE	Nursing Staff Records
DESCRIPTION	Daily staffing sheets used to schedule nurses in the wards to ensure adequate coverage.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0468-629
TITLE	Nutritional Interview
DESCRIPTION	Data gathered and updated regarding patients' nutritional status, including anthropometric, possible food/drug interaction, obvious clinical signs of malnutrition, food habits, food allergies, etc.
RETENTION	001 cldr yr
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0484-629
TITLE	Object Code Ledger Books
DESCRIPTION	Handwritten record of all agency expenditures arranged by object codes: object codes, dates, vendors, voucher numbers, estimated costs, dates paid, and fund balances.
RETENTION	010 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0252-629
TITLE	Off Campus Appointment Records
DESCRIPTION	Internal forms used to schedule all appointments made for the residents with consulting physicians not at the facilities.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-093

SERIES ID	0341-629
TITLE	Office Machine Repair Files
DESCRIPTION	Documents relating to the service work done on equipment to maintain a repair history and monitor contract maintenance agreements on typewriter and copier machines.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0448-629
TITLE	On-Duty Books
DESCRIPTION	Documents relating to the events during the time a physician covers for off-duty medical staff, namely calls from courts or community officials, as well as problems encountered.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then contact the archives for appraisal, if not accepted, destroy.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0483-629
TITLE	Organization Files
DESCRIPTION	Miscellaneous records related to interaction with other organizations, including local, state, and federal agencies: correspondence, reports, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0339-629
TITLE	Outing Log
DESCRIPTION	Log used to monitor the location and number of trips which patients and accompanying staff take from the facility.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0113-629
TITLE	Outpatient Resident Index Cards
DESCRIPTION	Background documentation filled out on index cards about residents for possible admission to the facility on an outpatient basis.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 76-12(b)(11) & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0437-629
TITLE	Pathology Laboratory Reports - Monthly
DESCRIPTION	Lists of procedures done in the laboratory for patients.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0225-629
TITLE	Patient Account Management Records
DESCRIPTION	Database records, reports, vouchers and other documents related to collection of payments from clients maintained in hard copy and electronic format.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(1)(3)
APPROVED	1993-04-15 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-096

SERIES ID	0337-629
TITLE	Patient Attendance Records
DESCRIPTION	Reports relating to patient attendance in activity therapy groups maintained to provide documentation for any possible investigations or audits.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-099

SERIES ID	0258-629
TITLE	Patient Benefit Fund Records
DESCRIPTION	Documents concerning the financial accounting of the patient benefit fund: ledgers, receipts, bank statements, invoices, check ledgers.
RETENTION	003 fisc yrs
DISPOSITION	Archives
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-099

SERIES ID	0636-629
TITLE	Patient Billing Files
DESCRIPTION	Patient billing files for hospitalization services including statements, claim forms, copy of insurance cards, insurance authorization, computer printouts, financial packets, etc.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0453-629
TITLE	Patient Card Files
DESCRIPTION	Individual cards for each patient with information including dates, diagnosis, number of admissions of each patient.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0736-629
TITLE	Patient Charge Files
DESCRIPTION	Documents used to prepare patient billing including doctor orders, patient billing statements, physicians charge sheets, census records and pharmacy charges.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0738-629
TITLE	Patient Contact Reports
DESCRIPTION	Monthly statistical reports documenting the number of patient contact hours which are used to provide feedback to the treatment team as well as the summaries used for accreditation surveys.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0447-629
TITLE	Patient Death - Thanatology Reports
DESCRIPTION	Reviews completed by ad hoc committees and submitted to the Clinical Director with recommendations regarding problems noted.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0469-629
TITLE	Patient Grievances
DESCRIPTION	Grievance form letters written to the ombudsman by patients as part of a Patient Advocacy/Complaint Resolution service.
RETENTION	See Comments
COMMENTS	Retain 5 years after resolution of grievance and transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0754-629
TITLE	Patient Log
DESCRIPTION	Log listing pertinent patient information which is used to generate assessments on a timely basis and to review the patient's current status.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0753-629
TITLE	Patient Nutritional Files
DESCRIPTION	Documents relating to patient nutritional needs maintained to ensure that the proper dietary care is provided by the staff.
RETENTION	See Comments
COMMENTS	Retain until superseded, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0455-629
TITLE	Patient Registers
DESCRIPTION	Bound registers of patients admitted.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-087

SERIES ID	0476-629
TITLE	Payment Journal - Patient Reimbursement
DESCRIPTION	Record of payments credited to patients reimbursement accounts: dates, patient identification, source code, amounts, description of payment, name of parent or guardian, trust fund.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0474-629
TITLE	Personnel Administration Files
DESCRIPTION	Wide variety of documents used to administer personnel at agency: correspondence, reports, statistics, policies, procedures, studies, notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0315-629
TITLE	Personnel and Payroll Database System
DESCRIPTION	Inter-related computer databases used to manage agency personnel and payroll.
RETENTION	See Comments
COMMENTS	All information in database duplicates that found in paper records series schedule elsewhere. Retain data until updated or until no longer useful, then delete.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-075

SERIES ID	0433-629
TITLE	Pharmacy Billing Journals
DESCRIPTION	Records of charges to an individual patient and sent to reimbursement for collection purposes to the hospital.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0459-629
TITLE	Pharmacy - Daily/Monthly Prescription Records
DESCRIPTION	Documents used to keep track of the number of prescriptions issued on a daily basis to patients.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0740-629
TITLE	Photocopier Log
DESCRIPTION	Daily log kept to monitor the number of photocopies made on a monthly basis and to generate a summary report.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0446-629
TITLE	Physicians' Continuing Medical Education Files
DESCRIPTION	Master list of on-grounds continuing medical education files, along with hours completed for each physician.
RETENTION	See Comments
COMMENTS	Retain until termination of physician, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0461-629
TITLE	Prescription Journal for Patients
DESCRIPTION	Journal of prescriptions issued to individual patients.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-087

SERIES ID	0303-629
TITLE	Prescriptions
DESCRIPTION	Physicians' prescriptions for various medications to be issued to clients.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3)
APPROVED	1988-10-13 ; Revised 2013-05-15
K.A.R. NUMBER	53-2-076

SERIES ID	0413-629
TITLE	Primary Client Service Files
DESCRIPTION	Follow-up sheet made on patients to check the progress of patients.
RETENTION	See Comments
COMMENTS	Retain 10 years after the discharge date.
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0473-629
TITLE	Printing Requisitions
DESCRIPTION	Copies of DA forms 104 used to order and pay for work by the State Printer, and supporting materials.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0650-629
TITLE	Private Review Organizations Files
DESCRIPTION	Documents relating to private organizations and reviewed for payment approval to the hospital.
RETENTION	007 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & KSA 65-5602
APPROVED	2001-01-11 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-125

SERIES ID	0511-629
TITLE	Property Disposition Records - Non-Expendable
DESCRIPTION	Copies of DA forms 110 and supporting documents used to remove capital equipment from the agency inventory.
RETENTION	003 fisc yrs
COMMENTS	A.k.a. "Condemnation Records."
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0117-629
TITLE	Property Relocation Requests
DESCRIPTION	Documents used to keep track of property locations and any possible relocation within the facility.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0110-629
TITLE	Protection from Harm Files
DESCRIPTION	Documents relating to investigations by the Risk Management Division of resident abuse cases which are used to take measures to protect the residents from any further harm.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0724-629
TITLE	Psychiatric Admission/Release Reports
DESCRIPTION	Reports listing the number of admissions and discharges which are used to determine the necessary services in the community to provide placement for patients.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0127-629
TITLE	Psychological Test Kits
DESCRIPTION	Standard psychological tests completed on residents to determine their intelligence level.
RETENTION	See Comments
COMMENTS	Retain test protocols until no longer useful, then destroy. Retain test protocol summaries in respective "Client Records" and retain accordingly.
DISPOSITION	See Comments
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0737-629
TITLE	Psychology Department Clinical Monitoring Plans
DESCRIPTION	Plans developed to monitor the quality and the appropriateness of the care and treatment of individuals who are provided psychological services.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0193-629
TITLE	Psychology Files
DESCRIPTION	Documents relating to the profile and progress or regression in the individual resident's program.
RETENTION	See Comments
COMMENTS	Retain until tenure of resident, then transfer to the resident's file.
DISPOSITION	See Comments
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0758-629
TITLE	Psychotherapy Notes
DESCRIPTION	Notes recorded in any medium by a mental health professional documenting or analyzing the contents of a conversation during a private counseling session or a group, joint, or family counseling session that is maintained separate from the rest of the patient's medical record.
RETENTION	010 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	K.S.A. 65-5602 & 45-221(a)(3)
APPROVED	2006-01-13 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-146

SERIES ID	0506-629
TITLE	Purchase Requisition Control Log
DESCRIPTION	Register of all purchase requisitions generated.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0479-629
TITLE	Purchasing Records - General
DESCRIPTION	Wide variety of documents (largely copies) related to operation of purchasing unit: correspondence, reports, invoices, procedures, publications, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0396-629
TITLE	Quality Assurance Plans
DESCRIPTION	A wide variety of documents relating to the Quality Assurance Program required to meet accreditation standards.
RETENTION	010 cldr yrs
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0731-629
TITLE	Quality Assurance/Risk Management Activities Files
DESCRIPTION	Documents used to assess the quality assurance and risk management activities at the facility.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0730-629
TITLE	Quality Assurance/Risk Management Supplemental Files
DESCRIPTION	Documents used to supplement the primary documentation, excluding that contained in the incident report files, of specific issues addressed by and activities of the Quality Assurance Committee.
RETENTION	See Comments
COMMENTS	Retain in conjunction with Quality Assurance/Risk Management Activities Files.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0424-629
TITLE	Quality Control Files
DESCRIPTION	Documents relating case analyses made on patients to check on the services provided.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0729-629
TITLE	Quality Improvement Plans
DESCRIPTION	Documents used to monitor the quality assurance/continuous quality improvement plans and activities at the facility.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0728-629
TITLE	Quality Improvement Supplemental Files
DESCRIPTION	Documents used to supplement the primary documentation of hospital-wide and departmental quality assurance/improvement plans and activities.
RETENTION	See Comments
COMMENTS	Retain in conjunction with Quality Improvement Plans.
DISPOSITION	See Comments
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0412-629
TITLE	Questionnaires/Survey Forms
DESCRIPTION	Copies of forms completed by the hospital staff as responses to agencies or research programs which have requested data.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1991-01-17 ; Revised 2013-05-16
K.A.R. NUMBER	53-2-087

SERIES ID	0128-629
TITLE	Reach Program Index Cards
DESCRIPTION	Index cards relating to the screening of preschool children with learning disabilities to determine their level and needs for the Reach program which helps prepare them for school.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives.
DISPOSITION	Archives
RESTRICTIONS	KSA 76-12b11 & 45-221(a)(3)
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0727-629
TITLE	Receiving Reports
DESCRIPTION	Reports made regarding the receipt of merchandise or services which are submitted to the accounting section for use in validating invoices.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0502-629
TITLE	Reconciliation of Change Fund (Petty Cash) Records
DESCRIPTION	DA form 75 used to account for petty cash.
RETENTION	003 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0129-629
TITLE	Recreation and Leisure Records
DESCRIPTION	Documents related to the residents' related recreational and leisure activities including assessments data sheets, forms, meeting notes, etc.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then transfer to the archives for purging.
DISPOSITION	Archives
RESTRICTIONS	Portions may be restricted
APPROVED	1992-07-09 ; Revised 2013-05-14
K.A.R. NUMBER	53-2-093

SERIES ID	0442-629
TITLE	Refill Sheets Regarding Controlled Drugs
DESCRIPTION	Requests from wards for refills of prescriptions of controlled drugs.
RETENTION	005 cldr yrs
DISPOSITION	Destroy
RESTRICTIONS	KSA 45-221(a)(3) & 65-5602
APPROVED	1991-01-17 ; Revised 2013-01-30
K.A.R. NUMBER	53-2-087

SERIES ID	0496-629
TITLE	Reimbursement Statements
DESCRIPTION	Copies of billings sent to guardians and/or parents of patients for care and board of those patients.
RETENTION	005 fisc yrs
DISPOSITION	Destroy
RESTRICTIONS	None
APPROVED	1988-07-14 ; Revised 2013-05-17
K.A.R. NUMBER	53-2-075

SERIES ID	0726-629
TITLE	Release Form
DESCRIPTION	Form listing the length of stay and subsequent release of patients from the facility.
RETENTION	See Comments
COMMENTS	Retain in conjunction with individual patient file.
DISPOSITION	See Comments
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

SERIES ID	0725-629
TITLE	Release of Information Log
DESCRIPTION	Log listing the nature and purpose of information requested.
RETENTION	See Comments
COMMENTS	Retain until no longer useful, then destroy.
DISPOSITION	Destroy
RESTRICTIONS	KSA 65-5602 & 45-221(a)(3)
APPROVED	1994-01-13 ; Revised 2013-05-20
K.A.R. NUMBER	53-2-099

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