AGENCY: Department of Health and Human Services. Division of Substance Use and Mental Health. State Hospital

SERIES: 25023
TITLE: Extracted records of closed patient case files
DATES: 1996-
ARRANGEMENT: Alphabetical by patient name.

DESCRIPTION: These are documents removed from the patient case records (see record series 8642) after the retention for that records series is completed. Included are legal commitment papers, court orders, discharge and/or death summaries, patient assessments, and competency reviews.

RETENTION

Permanent. Retain for 85 year(s) after separation or for 97 year(s) after date of birth

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 07/2003

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after discharge or patient reaches age 22 (majority +4) and then transfer to State Records Center provided records have been imaged and are being retained in office database. Retain in State Records Center for 75 years and then transfer to State Archives with authority to weed.

Computer data files: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

This disposition is based upon Utah Administrative Code R432-100-34. Medical Records (4)(b-d) (2017), which states, "(b) Records of discharged patients shall be collected, assembled, reviewed for completeness, and authenticated within 30 days of the patient's discharge. (c) Medical records shall be retained for at least seven years. Medical records of minors shall be kept until the age of eighteen plus four years, but in no case less than seven years. (d) The Hospital may destroy medical records after retaining them for the minimum time period. Prior to destroying medical records, the hospital must notify the public by publishing a notice in a newspaper of statewide distribution a minimum of once a week for three consecutive weeks to allow a former patient to access the patient's records. (e) The hospital shall permanently retain a master patient/person index that shall include: (i) the patient name; (ii) the medical record number; (iii) the date of birth; (iv) the admission and discharge dates; and (v) the name of each attending physician."

PRIMARY DESIGNATION

Exempt. Utah Code 63G-2-107(1)(b) (2016); 45 CFR 160 & 164 (2008), Standards for Privacy of Individually Identifiable Health Information; and the Health Insurance Portability and Accountability Act (HIPAA) of 1996 (P.L.104-191).

SECONDARY DESIGNATION

Controlled. Utah Code 63G-2-304 (2008). Medical, psychiatric and psychological data.

Private. Utah Code 63G-2-302(1)(b) and (2)(d) (2019).