AGENCY: Department of Health and Human Services. Healthcare Administration. Division of Integrated Healthcare
SERIES: 6932
TITLE: Administrative hearings files
DATES: 1985-
ARRANGEMENT: Chronological.
DESCRIPTION: These are the files of persons who are aggrieved by any action or inaction of the division. Records of hearings conducted as part of the regulatory process and hearings on proposed rules and changes; they may be maintained with related information including meeting notices, proofs of publications, meeting minutes, and the conclusions reached. May include audio and video recordings prior to 2022, at which point the Administrative Hearings Office was organized and responsibility for those records shifted to them. Any audio or video recordings after 2022 are not the record copy and may be kept one year as per Utah Administrative Code R410-14-12 (2025).
See:
42 CFR 431.17 Maintenance of records (2024),
Utah Code 26B-3-102 Division -- Creation (2023),
Utah Code 26B-3-139 Adjudicative proceedings related to Medicaid funds (2023),
Utah Code 63G-4 Administrative Procedures Act, and
Utah Administrative Rule R410-14 Administrative Hearing Procedures (2025).
These records may include notice of informal or formal hearing, notice of denial at the hearing and of hearing rights, minutes of the administrative hearing, any supporting documentation provided, recommended determination and final determination of the hearing officer, notice of result of hearing, and databases or systems in which the information is maintained and includes any reports from the database or system. Information includes the name, telephone number, address, date of birth, Medicaid ID numbers, and social security number of the client and the client's representative, the issue for which benefit or services or payment of services was denied, the reason for the denial, supporting medical or other information, denied claims, eligibility information, policy manual references, denied payment appeals, the decision of the hearing officer(s), the dates of the hearings, the dates of the notifications, and the signatures of the hearing and approving officer(s). Records may also include formal hearings reviewing eligibility decisions from the Department of Workforce Services.
Privacy Annotation:
List of personal data included: These records can include personally identifiable information or protected health information: PHI related to a member's hearing (Medical records, lab results, insurance information, conversations between doctors and patients, billing information, member's name, DOB, Medicaid number, address, etc.).
RETENTION
Permanent. Retain for 3 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Administrative hearing records, GRS-1655
AUTHORIZED: 01/02/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years and then transfer to State Archives with authority to weed provided there is no pending litigation.
Computer data files: Retain in Office for 10 years and then transfer to State Archives with authority to weed provided there is no pending litigation.
Video recordings master: For records prior to and including 2022. Retain in Office for 3 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Historical
This disposition is based on the historical information contained in these hearing files.
PRIMARY DESIGNATION
Public. Utah Code 63G-2-301(2)(c) (2025)
SECONDARY DESIGNATION
Private. Utah Code 63G-2-302(1)(a,b) and (2)(d) (2025)
Controlled. Utah Code 63G-2-304 (2008)