Administrative Services

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• Electronic Data Processing Policy

• Family and Medical Leave Policy

• Client and Fee Setting Guidelines

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• Non-paid Leave Policy

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• Part-Time Employment Policy

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• Records Management

• Records Retention Schedule

• Reimbursement of Travel and Other Expenses

• Shared Leave Policy

• Supplies, Inventories and Fixed Assets Policy

• Surplus Property Policy

• Taxable Meal Reimbursement Guideline

• Travel Policy

• Travel Training Authorization

• Work Hours Policy

Subject: Records Retention                    Effective:                     

Supersedes:                                                Revised:

Author:                                                       Approved by: ______________
                                                                                  Chair Board of Health
_________________________________________________________________

Purpose:

The purpose of this policy is to provide clarification of the guidelines for the retention of Health Department records.

Policy/Procedures:

1.      All Health Department records are disposed of appropriately, confidentially and in accordance with RCW 40.14 and WAC 414-24, as outlined in the Records Retention Manual for Health Districts and Health Departments effective December 1999, with the following exceptions due to more recent changes and new programs:

·        All medical records may be destroyed eight years after last patient contact, unless specifically exempted.  RCW 4.16.350, "Action for injuries resulting from health care or related services," states that in no event shall an action be commenced more than eight years after said act or omission.  Chapter 42.300aa, "Public Health Services concerning vaccines," states that no compensation may be provided under the program with respect to vaccine-related death or injury that occurred more than eight years prior to the claim.

·        HIV Counseling and Testing retention for two years, as approved by State of Washington Local Records Committee.

·        "HIV Notification of Partners at Risk of HIV Infection," WAC 24-100-072 (5c): destroy immediately after notifying partners or within three months of the date information was received.

·        Immunization information is retained indefinitely as a service to the public.  Immunization data on computer will be archived as necessary.

·        Other changes may be considered by notifying the Health Records Specialist, who will consult with Health Department Administration and apply to the Local Records Committee utilizing Form GAA-24.

·        Health Record Specialist will continue to network with ALARM (Association of Local Agency Records Managers), Local Public Health Organizations and the Washington State Archivist to maintain an up-to-date record retention schedule.

THE DECEMBER 1999 Health Districts and Departments General Records Retention Schedules & Records Management Manual IS NOW AVAILABLE ONLINE AT:

www.secstate.wa.gov/archives/gs.aspx

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