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Office of Private Health Partnerships - Records Retention Schedule


 Records Retention Schedule: 99-0037

 

Organizational Placement:

Note: As of 2006, the Insurance Pool Governing Board is now called the Office of Private Health Partnerships.

Agency: Insurance Pool Governing Board
Division: Director's Office
Unit: Director

Program Description:

The Director oversees and manages the operation of the Insurance Pool Governing Board (IPGB). The IPGB is a state agency established by the Oregon Legislative Assembly to help self-employed and small business owners provide health benefits for themselves and their employees. The Insurance Pool Governing Board consists of seven voting members, six of whom are appointed by the Governor and one by the Department of Consumer and Business Services Director. The Director serves at the pleasure of the Board and is responsible for directing and implementing the Board's mission. The IPGB program provides businesses and individuals with a choice of insurance carriers and affordable insurance plan options. The agency administers a program that helps uninsured Oregonians in certain income ranges purchase private health insurance plans by paying part of the premium for them. The Family Health Insurance Assistance Program gives an insurance subsidy to Oregonians who do not earn enough to buy health insurance through their employer, or private companies, and may not be eligible for Medicaid. The Director and representatives of the Board meet in executive sessions to discuss contracts and carrier renewals with final deliberations discussed before the Board.

Records Description:

The formation and execution of policy is documented by the Insurance Pool Governing Board Minutes. The selection and renewal of insurance carriers is documented by the Executive Session Records.

Below is a record series list designating their retention:

001 Executive Session Records - Retain 5 years, destroy.Some information may be exempt from public disclosure prior to publication as authorized by ORS 192.501(2), 653.295(5).

002 IPGB Minutes, 1987-ongoing - Retain permanently, transfer to State Archives after 10 years. Retain tapes 1 year after transcription, destroy.

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


Organizational Placement:

Agency: Insurance Pool Governing Board
Division: Director's Office
Unit: Administrative Support

Program Description:

The Administrative Support unit provides support to the agency and to the Director' Office. The unit manages the payroll and personnel functions for the agency and its employees. In addition, the unit retains the records of discontinued projects by agency staff or contractors. The division holds the records for a special project studying barbers and hairdressers health insurance needs. It also holds the records of several of short-term or ad-hoc projects examining insurance needs of Oregon residents and special groups.

Records Description:

The unit's role as record copyholder of contractor project records and discontinued studies evaluating insurance needs is documented by the Ad-hoc Project Records and the Barber and Hairdressers Project Records.

Below is a record series list designating their retention:

003 Ad-hoc Project Records - Retain final reports 20 years, destroy. Retain other records 2 years after final report, destroy. Some information may be exempt from public disclosure prior to publication as authorized by ORS 192.525(1).

004 Barber and Hairdressers Project Records

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); payroll records (Payroll Records - OAR 166-300-0035); and employee records (Personnel Records - OAR 166-300-0040).


Organizational Placement:

Division: Family Health Insurance Assistance Program
Unit: Administrative Support

Program Description:

The Administrative Support Unit retains division correspondence and handles requests for information from clients and interested parties. The unit supports the division by processing and maintaining the Family Health Insurance Assistance Program Agent Referral Applications. Those agents who meet the selection criteria established by the agency are referred to the Third Party Administrator for client references.

Records Description:

The approval and listing of insurance agents qualified to participate in agency programs is documented by the Approved Agent Records.

Below is a record series list designating their retention:

005 Approved Agent Records - Retain approved agent records 6 years after agent withdrawal from program, destroy. Retain denied agent records 6 years, destroy.

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


Organizational Placement:

Agency: Insurance Pool Governing Board
Division: Family Health Insurance Assistance Program
Unit: Appeals and Hearings

Program Description:

The Appeals and Hearings unit handles appeals of agency decisions or actions by clients. The unit examines the circumstances of the cases and gathers information from involved parties and advice from the agency Attorney General as necessary. The unit will issue a decision and inform the parties involved. In cases of further complaint or disagreement a hearing will be held and coordinated with the Adult and Family Services Hearings Unit.

Records Description:

The unit's role in the resolution of complaints and appeals through hearings is recorded by the Appeals Case Files.

Below is a record series list designating their retention:

006 Appeals Case Files - Retain 3 years after last activity, destroy. Some information may be exempt from public disclosure prior to publication as authorized by ORS 192.525(1).

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


Organizational Placement:

Agency: Insurance Pool Governing Board
Division: Family Health Insurance Assistance Program
Unit: Process Evaluation

Program Description:

The Process Evaluation unit creates the procedures and practices relating to the determination of client eligibility for agency programs through manuals, procedures, and directives. The unit works with the Evaluation Oversight Committee in evaluating the operations of the program and institutes changes in policy and procedure based on input from the Committee, the Director, and the unit. The Evaluation Oversight Committee is a working group appointed by the agency head to evaluate the performance of the Family Health Insurance Assistance Program (FHIAP) and the Third Party Administrator. The Family Health Insurance Assistance Program (FHIAP) was authorized in 1997.

Records Description:

The formation of policy and procedures in developing FHIAP is documented by the Family Health Insurance Assistance Program Implementation Records and the University of Oregon Survey Records. The unit's role in creating means to evaluate FHIAP and the operations of the Third Party Administrator are documented by the Evaluation Plan Project Files, Evaluation Reports, and the Third Party Administrator Statistical Reports. The Committee reports are referenced and discussed in the Insurance Pool Governing Board Minutes held in the Director's Office.

Below is a record series list designating their retention:

010 Evaluation Plan Project Files - Retain plan until superseded, destroy. Retain other records until final plan approved, destroy. Some information may be exempt from public disclosure prior to publication as authorized by ORS 192.525(1).

011 Evaluation Reports - Retain in-depth survey reports 20 years, destroy. Retain other records 2 years, destroy.

012 Family Health Insurance Assistance Program Implementation Records - Retain 20 years, destroy.

013 Third Party Administrator Statistical Reports - Retain 2 years, destroy.

014 University of Oregon Survey Records - Retain 20 years, destroy.Some information may be exempt from public disclosure prior to publication as authorized by ORS 192.525(1).

In addition, the following records can be found in the State Agency General Records Retention Schedule: Administrative rules, correspondence, and policy and procedure guidelines and manuals (Administrative Records - OAR 166-300-0015).


Organizational Placement:

Agency: Insurance Pool Governing Board
Division: Family Health Insurance Assistance Program
Unit: Quality Assurance Auditor

Program Description:

The Quality Assurance Auditor examines a sampling of the applications of those requesting assistance for performance audits. The auditor checks the performance of the Third Party Administrator and the status of the client and creates reports for the Family Health Insurance Assistance Program manager. The auditor also evaluates the procedures in Family Health Insurance Assistance Program in meeting agency and client needs. Additionally, the auditor has a role in evaluating interagency agreements to increase access on clients and allow quicker processing of applications for benefits. In cases of overpayment or fraud the auditor oversees the return of benefits from deselected clients.

Records Description:

The unit's role in the collection of overpayments and audits of agency procedure is documented by the Audited Case Files.

Below is a record series list designating their retention:

015 Audited Case Files - Retain 5 years after case closure, destroy.Some information may be exempt from public disclosure prior to publication as authorized by ORS 192.525(1).

In addition, the following records can be found in the State Agency General Records Retention Schedule: Correspondence, contracts and agreements, interagency agreements, policy and procedure manuals (Administrative Records - OAR 166-300-0015) and accounts receivable and audits (Financial Records - OAR 166-300-0025).


Organizational Placement:

Agency: Insurance Pool Governing Board
Division: Family Health Insurance Assistance Program
Unit: Third Party Administrator Advisory Section

Program Description:

The Third Party Administrator Advisory Section is in charge of informing and advising the Third Party Administrator on eligibility, procedures, and billing practices to be carried out as per the contract specifications. The section also handles and refers client complaints regarding the performance of the Third Party Administrator. Conflicts that cannot be resolved quickly and simply are referred to the Appeals and Hearings unit. The unit also answers and coordinates the agency response to Third Party Administrator initiated questions and policy conflicts.

Records Description:

The handling and resolution of grievances and complaints are documented by the Grievance and Complaint Files.

Below is a record series list designating their retention:

021 Grievance and Complaint Files - Retain 5 years, destroy.Some information may be exempt from public disclosure prior to publication as authorized by ORS 192.501(2), 653.295(5).

In addition, the following records can be found in the State Agency General Records Retention Schedule: Attorney general opinions, correspondence, contracts, and policy and procedure manuals (Administrative Records - OAR 166-300-0015).

 


Organizational Placement:

Agency: Insurance Pool Governing Board
Division: Fiscal Management

Program Description:

The Fiscal Management division processes vendor payments, conducts fixed asset inventory, prepares statistical reports for the Insurance Pool Governing Board, and receives reports on dedicated agency funds managed by the Treasury. The division also oversees the preparation of the agency budget prep activity. It oversees the contract and revenue transfers to the Third Party Administrator.

Records Description:

The unit's role in the preparation of statistical reports for the board is found in the IPGB Statistical Reports.

Below is a record series list designating their retention:

016 IPGB Statistical Reports - Retain 6 years, destroy.

In addition, the he following records can be found in the State Agency General Records Retention Schedule: Correspondence, contracts and agreements, and postal records (Administrative Records - OAR 166-300-0015) and account reconciliation, audits, and budget preparation records (Financial Records - OAR 166-300-0025).


Organizational Placement:

Agency: Insurance Pool Governing Board
Division: Marketing Information

Program Description:

The Marketing Information Division refers client calls and requests for insurance to local insurance agents. The Division maintains records of insurance agents who have met the IPGB criteria for referral. The Division also conducts ongoing review of agent referrals through questionnaires and surveys. The division conducts mailings for agency programs and answers questions. Finally, the Division conducts seminars and training for agency personnel and independent insurance agents.

Records Description:

The Division's role in tracking and evaluating insurance agent performance is documented by the Agent Referral Cards, IPGB Agent Referral Program/Application Records, IPGB Enrollment Data Form Records, and Referral Follow-up Records.

Below is a record series list designating their retention:

017 Agent Referral Cards - Retain 3 years, destroy.

018 IPGB Agent Referral Program/Application Records - Retain agency contact list until superseded, destroy. Retain application records 5 years after agent withdrawal from program, destroy.

019 IPGB Enrollment Data Form Records - Retain information 5 years, destroy. Retain Data Entry Sheets 1 year, destroy.

020 Referral Follow-up Records - Retain information 3 years, destroy. Retain Data Entry Sheets 1 year, destroy.

In addition, the following records can be found in the State Agency General Records Retention Schedule: Correspondence (Administrative Records - OAR 166-300-0015) and conference and workshop records (Personnel Records - OAR 166-300-0040).



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