RRDS Health Services Records

Records Retention & Disposition Schedule

Health Services Records

Schedule Number: 166-450-0055

Communicable Disease Records

Schedule Number: 166-450-0055 (1)

Records fulfill the public health requirement of reporting the discovery of communicable disease. Information is transferred to the county health department but the log is maintained by laboratory. Records in the log may include but are not limited to date, laboratory test results, name and address of student, and name of person making referral.

Retention: 5 years
Disposition: destroy
Responsible unit: Student Health Services

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Laboratory Inspection Records

Schedule Number: 166-450-0055 (2)

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. 

Retention: two most recent inspections
Disposition: destroy
Responsible unit: Student Health Services or Dental Hygiene Clinic

Laboratory Test Requests

Schedule Number: 166-450-0055 (3)

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. 

Retention: 5 years
Disposition: destroy
Responsible unit: Student Health Services

Licensure Records

Schedule Number: 166-450-0055 (4)

Records document the licensing of student health center and facilities.
Records may include but are not limited to:

Correspondence,
License and inspection reports,
License applications.

Retention: until superseded
Disposition: destroy
Responsible unit: Student Health Services or Dental Hygiene Clinic

Medical Records

Schedule Number: 166-450-0055 (5)

Records document medical services provided to students by the student
health center. Records may include but are not limited to:

Bacteriology test results,
Correspondence,
Dental examination sheets and X-rays,
Diagnosis sheets,
Health center billing statements,
Health history/screening sheets,
Initial evaluation/assessment sheets,
Laboratory test results,
Memoranda,
Notes,
Personal health history sheets,
Physical therapy notes,
Referral sheets,
Summary sheets,
Treatment record forms,
X-ray release forms,
X-ray requisitions with narrative of radiologist.

(a) 
Dental patient records for adult patients
Retention: 7 years after last service
Disposition: transfer to Records Center, destroy
Responsible unit: Dental Hygiene Clinic

Pedodontics clinic and other dental patient records for children
Retention: until 21st birthday (that is,15 years)
Disposition: transfer to Records Center, destroy
Responsible unit: Dental Hygiene Clinic

(b) 
Student medical records
Retention: 15 years after last service or until 21st birthday, whichever is longer
Disposition: transfer to Records Center, destroy
Responsible unit: Student Health Services

SEE ALSO: Student Athletes Medical Records

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details..

Patient Satisfaction Surveys

Schedule Number: 166-450-0055 (6)

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.

Retention: 3 years
Disposition: destroy
Responsible unit: Student Health Services or Dental Hygiene Clinic

Pharmacy Prescription Dispensing Records

Schedule Number: 166-450-0055 (7)

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:

Controlled substance reports,
Database purge reports,
In-house computer-generated Rx registers,
Prescription slips.

Retention: 3 years
Disposition: destroy
Responsible unit: Student Health Services or Dental Hygiene Clinic

Practitioner Schedules

Schedule Number: 166-450-0055 (8)

Records document the practitioners' work schedules and are used to clarify assigned responsibilities. Records include dates and times of assignments, practitioner names, and responsibilities. 

Retention: 2 years
Disposition: destroy
Responsible unit: Student Health Services or Dental Hygiene Clinic

Student Health Appointment Books

Schedule Number: 166-450-2000-0021 (12)

Records document patients who visit the student health center. Information may include the date and time of apointment, the practitioner (nurse, doctor, nurse practitioner, nutritionist) seen by the patient, and related documentation.

Retention: 1 year
Disposition: destroy
Responsible unit: Student Health Services

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Student Health Insurance Records

Schedule Number: 166-450-0055 (9)

Records document students selection and purchase of insurance policies through the health center. The records may include but are not limited to:

Benefit explanations,
Correspondence with individual students relating to their coverage,
Correspondence with the insurance company,
Invoices,
Ledgers,
Payment summaries,
Photocopies of checks,
Policy change sheets.

Retention: 5 years
Disposition: transfer to Records Center, destroy
Responsible unit: Student Health Services