Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 450 - COMMUNITY COLLEGES › Section 166-450-0055 - Health Services Records

Current through Register Vol. 63, No. 7, July 1, 2024
The General Schedule is applicable to the health services
				records of community colleges. Retention periods apply to the official copy of
				all public records, regardless of medium or physical format, created or stored
				by the above specified agencies. Please note the exceptions to this General
				Schedule listed in OAR
				166-030-0027  before disposing of
				records.
(1)
Communicable Disease
			 Records
: Records fulfill the public health requirement of reporting the
			 discovery of communicable disease. Records may include but are not limited to
			 laboratory test results; name and address of student; date; and person making
			 referral. Information is transferred to the county health department but the
			 log is maintained by laboratory.
Records may be exempt from public
			 disclosure per ORS 192.502(2)
.
			 (Minimum retention: five years).
(2)
Laboratory Inspection
			 Records
: Records document periodic in-house inspection of laboratory
			 equipment. Records may include but are not limited to a checklist of all
			 equipment, calibrations, and conditions. (Minimum retention: Two most recent
			 inspections).
(3)
Laboratory
			 Test Requests
: Records document physician orders for laboratory tests
			 for students receiving services at the student health center. Records consist
			 of lab test request forms showing name of student, date, test(s) ordered, and
			 physician's signature. (Minimum retention: five years).
(4)
Licensure Records
: Records
			 document the licensing of student health center and facilities. Records may
			 include but are not limited to license applications; license and inspection
			 reports; and correspondence. (Minimum retention: Until superseded).
(5)
Medical Records
: Records
			 document medical services provided to students by the student health center.
			 Records may include but are not limited to summary sheets; bacteriology test
			 results; treatment record forms; diagnosis sheets; health history/screening
			 sheets; initial evaluation/assessment sheets; referral sheets; health center
			 billing statements; personal health history sheets; dental examination sheets
			 and X-rays; laboratory test results; physical therapy notes; X-ray release
			 forms; X-ray requisitions with narrative of radiologist; notes; memoranda; and
			 correspondence. SEE ALSO: Student Athletes Medical Records in Intercollegiate
			 Athletics Records section.
Records may be exempt from public disclosure
			 per ORS 192.502(2)
.
			 (Minimum retention: seven years after last service or until 21st birthday,
			 whichever is longer).
(6)
Patient Satisfaction Surveys
:
			 Records document patient comments on services provided by the student health
			 center and are used to plan changes in services. The surveys may include but
			 are not limited to rating of services; type of services rendered; statistics
			 about the student; and possibly names and addresses. (Minimum retention: three
			 years).
(7)
Pharmacy
			 Prescription Dispensing Records
: Records are used to provide an
			 individual, daily summary, and annual summary record of initial drug dispensing
			 and refills administered by the student health center as required by the Oregon
			 State Pharmacy Board. Records may include but are not limited to prescription
			 slips; in-house computer-generated Rx registers; controlled substance reports;
			 and data base purge reports. (Minimum retention: three years).
(8)
Practitioner Schedules
:
			 Records document the practitioners' work schedules and are used to clarify
			 assigned responsibilities. Records include dates and times of assignments,
			 practitioner names, and responsibilities. (Minimum retention: two
			 years).
(9)
Student Health
			 Insurance
: Records document students selection and purchase of insurance
			 policies through the health center. The records may include but are not limited
			 to benefit explanations; payment summaries; photocopies of checks; invoices;
			 policy change sheets; ledgers; individual student correspondence relating to
			 their coverage; and correspondence with the insurance company. (Minimum
			 retention: five years).
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS
				  192.005 -
				  192.170 &
				  357.805 -
				  357.895