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COLLEGE OF OPTOMETRY AUTHORIZATION NO. 40-417

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  1. Patient Medical Records (In Center for Eye Care)
  2. Paper Sign-in Sheets and Printed Patient Appointment Schedules (In Center for Eye Care)
  3. Contracts/Agreements with Agencies and Insurance Companies (In Center for Eye Care)
  4. Medicare, Medicaid, Other Insurance EOBs (Explanation of Benefits) and RAs (Remittance Advisory) From Insurance Companies/Agencies (In Center for Eye Care)
  5. Alumni Folders (In Student Services Office)
  6. Contact Register
  7. Application Folders (In Student Service Office)

 

ITEM NUMBER

1. Patient Medical Records (In Center for Eye Care)

These are the medical records of patients seen in the College of Optometry Center for Eye Care at the campus location and all satellite sites. These records (both hard copy and electronic are currently converting to all electronic) include documentation of eye examination, patient history, progress notes, problem list, correspondence regarding patient care, and other related documents.

Authorized Retention:

Retain existing paper records for three (3) years from date of last treatment, then digitize.  Retain digitized records for 20 years, with the exception of pediatric patient files, which must be retained until 10 years after the patient's 18th birthday, then delete.

NOTE:  In order to meet long-term electronic records retention, migration plans must be developed and followed as obsolescence occurs with future technology. Records must be accessible and retrievable for the entire retention of the record.

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2. Paper Sign-in Sheets and Printed Patient Appointment Schedules (In Center for Eye Care)

These are records of patient appointments and sign-in logs for patients at the Center for Eye Care (campus location and all satellite sites).

Authorized Retention:

Retain printed versions for two (2) fiscal years, then destroy.

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3. Contracts/Agreements with Agencies and Insurance Companies (In Center for Eye Care)

These are contracts and agreements with agencies or companies providing insurance services or other miscellaneous services to the College of Optometry. These records are housed at the campus location (University Eye Center).

Authorized Retention:

Retain for five (5) years after close of contract and the completion of all contractual payments and then destroy.

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4. Medicare, Medicaid, Other Insurance EOBs (Explanation of Benefits) and RAs (Remittance Advisory) From Insurance Companies/Agencies (In Center for Eye Care)

These records are documentation of covered and non-covered benefits by various third party payers and other materials pertinent to insurance coverage for patients seen in the Center for Eye Care.

Authorized Retention:

Retain for four (4) years, then destroy.

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5. Alumni Folders (In Student Services Office)

These records are individual student folders that are moved to Alumni files after graduation. These folders consist of transcripts, high school transcripts, application for examination by the state regulating board, details of externship settings/experience, fingerprint cards, related correspondence, and composite photograph.

Authorized Retention:

Retain for five (5) years after last enrollment and scan hard copy as permanent digitized record.  Retain paper file for five (5) years after last enrollment, then destroy provided a microfilm or electronic image has been made. Retain microfilm or electronic image permanently.

NOTE:  In order to meet long-term electronic records retention, migration plans must be developed and followed as obsolescence occurs with future technology. Records must be accessible and retrievable for the entire retention of the record.

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6. Contact Register

This is a file containing contact information for recruitment purposes of prospective College of Optometry students. This file consists of local and permanent addresses, local and permanent phone numbers, e-mail address and a checklist of information and application materials provided.

Authorized Retention:

Retain for three (3) years after initial student contact and then delete from electronic file and file backup system.

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7. Application Folders (In Student Service Office)

These records are individual applicant folders that are kept for the admissions period. These folders consist of transcripts, application for admissions, letters of recommendation, OAT entrance examination score report, admissions factor score and related correspondence.

Authorized Retention:

Retain for one (1) year after application term and then destroy.

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Reviewed 2012-08-03.