Records Management and Archives

University System of Georgia records retention policies and procedures

USG Records Retention Schedules

CATEGORY: Medical Services

Total: 12   Sorted by title.

Communicable Disease Records

Number:  0472-08-001

Description:  This series may include but is not limited to: laboratory test results; name and address of student; date; and person making referral.

Retention:  3 years.

Immunization Reporting Records

Number:  0472-08-002

Description:  This series is used to comply with State Health Division reporting requirements for immunizations given to patients. Records include immunization log sheets and annual reports.

Retention:  3 years.

Laboratory Inspection Records

Number:  0472-08-003

Description:  This series documents in-house inspection of laboratory equipment on a quarterly basis.

Retention:  Calibrations: Life of the equipment; All other records: 3 years.

Laboratory Test Requests

Number:  0472-08-004

Description:  This series documents physician orders for laboratory tests for students receiving services at the student health center.

Retention:  5 years.

Medical, Counseling, Psychological, and Psychiatric Case Records

Number:  0472-08-005

Description:  This series documents the medical, counseling, psychological, or psychiatric services provided to students and non-students who receive treatment and other medical services, such as vaccines, from the student health center or other health providers. This series may include but is not limited to: appointment request slips; summary sheets; test results; treatment record forms; diagnosis sheets; X-rays; health history/screening sheets; initial evaluation/assessment sheets; referral sheets; health center billing statements; personal health history sheets; notation of services provided and dates; dental examination sheets and X-rays; laboratory test results; physical therapy notes; X-ray release forms; and X-ray requisitions with narrative of radiologist.

Retention:  10 years or until client reaches age 28, whichever is longer.

Patient Logs

Number:  0472-08-006

Description:  This series is used to log in patients who visit the student health center. It may also be used to create annual census reports and 3-year census comparisons.

Retention:  3 years.

Pharmacy Prescription Dispensation Records

Number:  0472-08-007

Description:  This series is used to provide an individual, daily summary, and annual summary record of initial drug dispensation and refills administered by the department as required by the State Pharmacy Board.

Retention:  Prescription records: 3 years; Drug dosage records: 5 years.

Practitioner Schedules

Number:  0472-08-008

Description:  This series documents the practitioners' work schedules.

Retention:  3 years.

Radiographic Quality Assurance Records

Number:  0472-08-009

Description:  This series documents the setting of measurable standards and procedures for radiographic safety and professional quality by professionals on staff. This series may include but is not limited to: reports by the radiographic staff; quality assurance committee notes; and staff reviews.

Retention:  3 years.

Student Health Center Staff Licensure Records

Number:  0472-08-010

Description:  This series documents the professional and regulatory issuance of credentials to individuals and facilities providing services within the student health center.

Retention:  Until superseded.

Student Health Insurance Records

Number:  0472-08-011

Description:  This series documents students' insurance coverage activity under institution insurance policies. This series may include but is not limited to: benefit explanations; payment summaries; photocopies of checks; invoices; policy change sheets; and ledgers.

Retention:  7 years after expiration of policy and settlement of all claims.

Surgical Instrument Sterilization Records

Number:  0472-08-012

Description:  This series documents the sterilization of surgical instruments used by the student health center staff.

Retention:  3 years.

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