Records Retention Schedules

8-1           Medical Records File  (Confidential Record 43A O.S. §3-422)

Description:         

Individual student, faculty and staff, and dependent's medical health records.  File may include x-ray reports, doctor's orders or copies of prescriptions, office visit reports, and all other medical records. 

Disposition:            

Retain in office for five (5) years after the date the patient was last seen or date of last medical contact or a minimum of three (3) years after the date of patient’s death, then destroy provided no legal actions are pending.  Retain records of newborns or minors for three (3) years past the age of majority, then destroy, provided no legal actions are pending.  If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.

OR

Retain in office until three (3) years after last visit, then microfilm all records except chest x-ray films. Destroy hard copy documents except chest x-ray films:   (1) upon certification that the microfilm meets all standards established by the Archives and Records Commission, (2) after depositing the master negative with the Oklahoma Department of Libraries, and (3) after  retaining  at  least  one  (1)  user  copy  in  the  agency.    Destroy  all microfilm copies, chest x-ray films and all below standard documents five (5) years after the date the patient was last seen or date of last medical contact or a minimum of three (3) years after the date of patient’s death, provided no legal actions are pending.   Retain records of newborns or minors for three (3) years past the age of majority, then destroy, provided no legal actions are pending.  If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.

Amended April 22, 2004

8-2           Patient Admission Slips File  Confidential Record  63 O.S., §2139

 Description:         

Patient admission slips for individuals receiving clinic/dispensary services.

Disposition:         

Retain in office two (2) years, then destroy.

8-3           Clinic Admission File  Confidential Record  63 O.S., §2139 

Description:         

Daily listings of patients admitted to the Medical Clinic/Dispensary.

Disposition:                            

Retain in office two (2) years, then destroy.

8-4           Daily Drug Dispensing Records File  Confidential Record  63 O.S., §2116 

Description:         

Records   documenting   the   daily   dispensing   of   drugs   by   Medical Clinic/Dispensary. 

Disposition:            

Retain in office five (5) years, then destroy provided no legal actions are pending. If legal action is pending, destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Language Correction April 15, 1987

8-5           Controlled Drug Dispensing Records File  Confidential Record  63 O.S., §2116

Description:         

Records   documenting   the   daily   dispensing   of   drugs   by   Medical Clinic/Dispensary. 

Disposition:            

Retain in office five (5) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Language Correction April 15, 1987

8-6           Controlled Drug Administrative File 

Description:            

Records accounting for the receipt and control of controlled drugs by health services personnel. 

Disposition:            

Retain in office five (5) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Language Correction April 15, 1987

8-7           Controlled Drug Audit Forms File 

Description:            

Completed audit forms recording the periodic inventory of controlled drugs maintained by and stored in the Medical Clinic/Dispensary. 

Disposition:            

Retain in office five (5) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Amended April 13, 1988

8-8           Emergency Room Dispensing Records File 

Description:           

Daily record of non-prescribed drugs administered by emergency room personnel. 

Disposition:            

Retain in office five (5) years, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies are pending.  If legal action is pending  destroy  two  (2)  years  after  exhaustion  of  all  legal  remedies provided records meet all stipulated retention requirements.

Language Correction April 15, 1987