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Senior and Disabled Services Division - Records Retention Schedule


 Research and Finance Section

Records Retention Schedule: 97-0022

 

Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Senior and Disabled Services Division (SDSD)
Section: Research and Finance Section
Unit: Budget Unit

Program Description:

The Budget Unit develops the Division's biennial budget and monitors budget expenditures during the biennium. The Unit also revises the budget semi-annually for re submission to the Emergency Board. Other functions include forecasting Division program and staffing expenditures and monitoring federal grants.

Records Description:

Below is a record series list designating their retention:

The following records can be found in the State Agency General Records Retention Schedule: Correspondence (Administrative Records - OAR 166-300-0015); and budget records (Financial Records - OAR 166-300-0025).


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Senior and Disabled Services Division (SDSD)
Section: Research and Finance Section
Unit: Estate Administration Unit

Program Description:

The Estate Administration Unit recovers funds from the estates of deceased clients for public assistance paid on their behalf (Medicaid Recovery). Individuals who have received assistance in Oregon are responsible for repaying assistance at the time of death.

In order to receive public assistance for care clients must submit a Property Referral Form which lists their assets, heirs and other information. When a client dies, or enters a long term care facility without a reasonable chance of returning home, the Unit evaluates the potential for making a claim on the estate.

The Unit tracks cases and monitors the status of property owned by clients on public assistance so that client's resources will be available to be collected against at the time of death. The process of collecting reimbursement from a client's estate is very similar to the process a Probate Officer performs. The staff determines the amount of public assistance which was paid out and files claims against the estate to recover the costs.

Records Description:

The collection and reimbursement of public assistance funds paid on a deceased client's behalf is documented in Heir Case Files - Real Property; Reports of Deceased Person - No Real Property; and the OLD database and NEW database. The collection and reimbursement of public assistance funds paid on a living client's behalf is documented in Property Referral Case Files - Real Property; Property Referrals; and the OLD database and NEW database.

Below is a record series list designating their retention:

032 Heir Case Files - Real Property - Retain 7 years after case closed and claim satisfied, destroy. Some information may be exempt from public disclosure per ORS 192.501 (2), (5); ORS 192.502 (3); ORS 410.150; 410.480; 411.325-335.

033 Property Referral Case Files - Real Property - Transfer to Heir Case File after death of client. Some information may be exempt from public disclosure per ORS 192.501 (2), (5); ORS 192.502 (3); ORS 410.150; 410.480; 411.325-335.

034 Property Referrals - Transfer to Heir Case File after death of client if real property still exists. Transfer to Reports of Deceased Person when client dies without real property. Some information may be exempt from public disclosure per ORS 192.501 (2), (5); ORS 192.502 (3); ORS 410.150; 410.480; 411.325-335.

035 Reports of Deceased Person - No Real Property - Retain 7 years after case closed and claim satisfied, destroy. Some information may be exempt from public disclosure per ORS 192.501 (2), (5); ORS 192.502 (3); ORS 410.150; 410.480; 411.325-335.

In addition, the following records can be found in the State Agency General Records Retention Schedule: Correspondence (Administrative Records - OAR 166-300-0015); and cash receipts (Financial Records - OAR 166-300-0025).


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Senior and Disabled Services Division (SDSD)
Section: Research and Finance Section
Unit: Program Analysis and Rate Setting Unit
Program: Financial Audit Unit

Program Description:

The Financial Audit Unit audits Nursing Facility Financial Statements to determine appropriate Medicaid cost reimbursement amounts for each facility. Fifty percent of the facilities receive full scope audits each year and all facilities receive desk reviews. Auditors review billing rates, revenue classifications and accuracy of reporting. They also review for appropriateness costs claimed for reimbursement by the facility and per resident. Audits result in settlements regarding reimbursement for the facility's costs over the past year, and in rate setting for the following year.

The Unit also evaluates and develops potential changes to the nursing facility reimbursement system and reports findings to Division management.

Records Description:

Audits of Nursing Facilities to determine appropriate Medicare and Medicaid cost reimbursement for each facility are documented in Nursing Facility Audit Files; Nursing Facility Audit Workpapers; and the FACILITY database. Evaluation of the nursing facility reimbursement system is documented in Nursing Facility Reimbursement System Reports.

Below is a record series list designating their retention:

036 Nursing Facility Audit Files - Retain 7 years, destroy. Some information may be exempt from public disclosure per ORS 192.501 (2), (5); ORS 192.502 (3); ORS 410.150; 410.480; 411.325-335.

037 Nursing Facility Audit Workpapers - Retain 7 years, destroy. Some information may be exempt from public disclosure per ORS 192.501 (2), (5); ORS 192.502 (3); ORS 410.150; 410.480; 411.325-335.

038 Nursing Facility Reimbursement System Reports - Retain 20 years, destroy.

In addition, the following records can be found in the State Agency General Records Retention Schedule: Correspondence (Administrative Records - OAR 166-300-0015).


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Senior and Disabled Services Division (SDSD)
Section: Research and Finance Section
Unit: Program Analysis and Rate Setting Unit
Program: Program Analysis Unit

Program Description:

The Program Analysis Unit does research and analysis concerning the operation and policies of the long term care and cash assistance programs. Information is gathered from a variety of electronic and other sources. The primary product is reports for management containing analysis and recommendations regarding long term care policies and operations.

Records Description:

Research, analysis and recommendations regarding long term care operations are documented by Research Reports.

Below is a record series list designating their retention:

039 Research Reports - Retain 7 years, destroy.

In addition, the following records can be found in the State Agency General Records Retention Schedule: Correspondence (Administrative Records - OAR 166-300-0015).


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Senior and Disabled Services Division (SDSD)
Section: Research and Finance Section
Unit: Program Analysis and Rate Setting Unit
Program: Medicaid Long Term Care Quality and Reimbursement Advisory Council

Program Description:

The Medicaid Long Term Care Quality and Reimbursement Advisory Council was created by the 1995 Legislative Assembly. It is composed of 12 members including consumers and providers of Medicaid services and advocates for seniors and people with disabilities. The Council is directed to advise the Senior and Disabled Services Division on changes or modifications to the Medicaid reimbursement system and the adverse and positive effects of proposed changes or modifications on the quality of long term care and community-based care services. When a proposed change or modification has an estimated fiscal impact greater than $100,000, the Division submits the proposal (with the Council's written recommendation) to the Legislative Assembly when in session or the Emergency Board for approval.

The Council also reviews the Governor's proposed budget for the Division and reviews proposed rules which would affect payment rates.

The enabling statute is ORS 410.550-555.

Records Description:

The activities, decisions and recommendations of the Council are documented in Council Meeting Records.

Below is a record series list designating their retention:

040 Council Meeting Records - Retain 7 years, destroy.

In addition, the following records can be found in the State Agency General Records Retention Schedule: Correspondence (Administrative Records - OAR 166-300-0015); budget related records (Financial Records - OAR 166-300-0025); and member records (Personnel Records - OAR 166-300-0040).



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