AGENCY: Department of Health. Special Care Administration

SERIES: 8641
TITLE: Prior approval case files
DATES: 1984-1986.
ARRANGEMENT: None

DESCRIPTION: This is the record of authorization for medical services given providers by the bureau. It is used to ensure that all treatments given to medicaid patients are necessary. This is required by 42 CFR 456.171 among other sections. The information in these files includes the patient's name, age, sex, address, social security number, and date of birth; the dates of approval and termination of service; a description of the proposed services including the procedure code, the number of units, the estimated costs, and the amount of units approved by the agency; a summary of the patient's medical history, diagnosis, and medical needs; the name, address, social security number or employer identification number, certificate number, and signature of the requesting provider; and the signature and date of signature of the reviewing authority.

RETENTION

DISPOSITION

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

APPROVED: 10/1986

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

Computer data files: Retain in Office until no longer administratively valuable and then delete.

APPRAISAL

Administrative Fiscal

While the federal government requires that these records be kept, they do not specify how long they should be kept. As the purpose of the record is to ensure that no unnecessary treatment is given to medicaid clients, it is an audit tool subject to review by the federal government.

PRIMARY DESIGNATION

Private

---