Series Title (Agency Series #): Description, Retention (Legal Citation)
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
Daily Appointment List (DOH37-005): Documents all clinic appointments. Shows date and time of appointment, client's name, provider name, reason for appointment, and related information.
Retention: Retain 1 year. (MOAR 166-150-0005(5))
Encounter Records (DOH37-002): Documents client information and services provided at each clinic visit for entry into the Health Information System. Includes encounter forms indicating client demographic information, and check-off boxes for data entry indicating services provided during the particular site visit.
Retention: Retain 3 months. (2009-0001/034)
Health Service Records (DOH37-001): Records documenting the Student Health Centers' comprehensive primary care services which include sports physicals, management of acute illness and injury, immunizations, family planning and reproductive health care, health education and promotion activities, and mental health services. Records may include correspondence; reports; professional notations; laboratory reports; treatment and x-ray authorizations; release of information; clinical or medical records including client identification, progress notes, and records of visits; a history of previous service; referrals; testing and evaluation reports; treatment plans; progress notes; enrollment, fee, and billing records; legal records; permission to treat; medical assessment including laboratory and other tests, emergency room services, and medication and prescription records; school reports; and other related data. Access to these records may be exempt from disclosure by ORS 179.505; ORS 192.502(2).
Retention: For paper charts: Retain 10 years after last entry. For EHR: Retain 10 years after last service. (MOAR 166-150-0065(20); OAR 410-141-3520(10)) Retention updated 12/10/2018
Immunization Records - VARS (DOH37-010): Series documents immunizations received by clinic patients. Record is usually the county Vaccine Administration Record (VAR), but may include any records which document the consent to and administration of immunizations. Does not include ITARS reports. Information includes date, patient name and personal information, identification number, income and insurance information, signature and date of consent, description and date of immunization(s), and signature and date of immunization administrator. Access to these records may be exempt from disclosure by ORS 179.505; ORS 192.502(2).
Retention: Retain 10 years. (MOAR 166-150-0065(10,11)) Updated 12/10/2018
Student Drug and Alcohol Service Records (DOH37-003): Documents drug and alcohol treatment and education services provided to students through a joint DCHS/DOH program. Records include clinical assessments, family history, information release authorizations, initial screening forms, discharge plans, case notes, and related records. Records may be exempt from disclosure by ORS 430.399(5) and ORS 179.505.
Retention: Retain 10 years after last service. (MOAR 166-150-0065(1)) Updated 12/10/2018