Series Title (Agency Series #): Description, Retention (Legal Citation)

Client Visit Statistical Reports (DOH33-009): Monthly reports contain statistical data about client visits to dental clinics. The information is used for a variety of research and reporting purposes. Reports show the number of medical and dental visits by service location, program area, and provider; a comparison of actual versus targeted visits; and walkouts without service.
Retention: Retain 5 years. (MOAR 166-150-0005(31))

Correspondence: Records that: 1. document communications created or received by an agency AND 2. directly relate to an agency program or agency administration AND 3. are not otherwise specified in the Multnomah County Retention Schedules. Records may include but are not limited to letters, memoranda, notes and electronic messages that communicate formal approvals, directions for action, and information about contracts, purchases, grants, personnel and particular projects or programs.
Retention: File with the associated program or administrative records. Communications not meeting the above criteria do not need to be filed and may be retained as needed. (OAR 166-150-0005(10)) Updated 01/08/2018

Dental Patient Charts - Routine Care (DOH33-004): Series documents regular dental services provided to patients by Multnomah County dentists. Records include treatment plans, patient responsibility agreements, encounter forms, treatment notes, dental service report/invoice, periodical dental record, benefit request forms, x-rays, treatment consent forms, correspondence, and related records.
Retention: Retain 7 years after last service. (MOAR 166-150-0065(20))

Dental Patient Charts - Urgent Care (DOH33-005): Series documents emergency dental services provided to patients by Multnomah County dentists. Records include triage assessment, patient responsibility agreements, encounter forms, treatment notes, dental service report/invoice, benefit request forms, x-rays, treatment consent forms, correspondence, and related records.
Retention: Retain 7 years after last service. (MOAR 166-150-0065(20))

End Of Day Reports (DOH33-007): Daily reports documenting patient visits and fees received. A copy of this report, along with the original deposit slip and the money received is transmitted to DOH Fiscal daily. Reports show date, number of patients seen, amount of money received, and related information. A copy of the deposit slip is attached to the clinic report.
Retention: Retain 3 years. (MOAR 166-150-0110(2))

Patient Schedules (DOH33-006): Records documenting patient scheduling related to the provision of dental services. Information is printed from the Health Information System and includes date of appointment, patients name, clinic visited, reason for visit, and related information.
Retention: Retain 1 year. (MOAR 166-150-0005(44))

Production Reports (DOH33-011): Reports documenting dentist and clinic production. Used to determine agreement with production goals. Reports show clinic name, dentist name(s), number of encounters, type of encounter, and related information.
Retention: Retain 5 years. (MOAR 166-150-0005(31))