Oklahoma Administrative Code › Title 310 - Oklahoma State Department of Health › Chapter 663 - Continuum of Care and Assisted Living › Subchapter 19 - Administration, Records and Policies › Section 310:663-19-3 - Maintenance of records

Current through Vol. 41, No. 20, July 1, 2024
(a) There shall be
				an organized, accurate, clinical record, typewritten, electronic, or legibly
				written with pen and ink, for each resident admitted. The resident's record
				shall document all services provided under the direction of a licensed health
				care professional consistent with professional standards of practice.
(b) Each resident's records shall be retained
				for at least five (5) years after the resident's transfer, discharge or death.
				Destruction of records shall be done in a manner to preserve resident
				confidentiality.
(c) Records for
				the previous twelve (12) months of operation, whether original, electronic, or
				microfilm copies, shall be maintained in such form as to be legible and readily
				available upon request of the attending physician, the assisted living center
				and any person authorized by law to make such a request. Records more than
				twelve (12) months old, whether original, electronic, or microfilm copies,
				shall be maintained in such form as to be legible and available within
				seventy-two (72) hours upon request of the attending physician, the continuum
				of care facility or assisted living center, and any person authorized by law to
				make such a request.
(d)
				Information contained in each resident's record shall be confidential and
				disclosed only to the resident, persons authorized by the resident, and persons
				authorized by law or rule.
(e)
				Resident records shall be filed and stored to protect against loss,
				destruction, or unauthorized use.
(f) The Department shall be informed in
				writing within five (5) business days of discovery whenever any resident's
				records are defaced, or destroyed, before the end of the required retention
				period.
(g) If an assisted living
				center ceases operation, the Department shall be notified within five (5)
				business days of the arrangements for preserving the resident's record. The
				record shall be preserved for the required time and the information in the
				records shall be available to the health professionals or facilities assuming
				care of the resident so that continuity of care is available.
(h) If the ownership of the assisted living
				center changes, the new licensee shall have custody of original or true and
				correct copies of all records required by this section for all current
				residents and the records shall be available to the former licensee and other
				authorized persons.
(i) Incident
				reports required in
				310:663-19-1.
				shall be retained, filed and stored to protect against loss, destruction, or
				unauthorized use for a period of two (2) years. Destruction of incident reports
				shall be done in a manner to preserve resident confidentiality.
Added at 24 Ok Reg 2007,
				  eff 6-25-071; Amended at 25 Ok Reg 2460, eff
				  7-11-08
1See Editor's Note at
				  beginning of this Chapter.