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Department of Human Services, Health Services - Public Health Records Retention Schedule |
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Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: State Public Health Officer Program Description: The State Public Health Officer assists the Assistant DHS Director for Health Services in the development of public health policy and administers a number of programs that cut across Health Services activities or are special projects. This Section sets agency public health policy and direction, provides staff support to groups such as the Conference of Local Health Officials and the Public Health Advisory Board. It also supports health care service providers improve access to high quality care, coordinates public health emergency preparedness activities, and manages special projects. The Public Health Officer oversees the Community Liaison, Health Systems Planning, Certificate of Need, Facility Planning and Safety, Public Health Preparedness, and Medical Marijuana and Special Projects Units.
Section staff provides technical support for meetings of the independent outside Conference of Local Health Officials and for the intra-agency Institutional Review Board. The Institutional Review Board considers research proposals involving individual's health information. Section staff serves as records officer and legislative assistant for Health Services, Public Health. Section staff also provide special project assistance to the Public Health Officer, the Intergovernmental Relations Liaison Unit , and DHS Communications. In addition, the Section provides information to the public on ways to promote good health and to avoid disease and injury and provides information to other agencies, organizations, and the public on the health status of Oregonians.
Records Description: Program Records 011 Board of Health and State Health Commission Minutes 012 Board of Social Protection Eugenics Case Files Retain permanently, transfer to State Archives after 20 years 013 Conference of Local Health Officials Records (a) Retain minutes, by-laws, and membership lists 20 years, destroy (b) Retain all other records 10 years, destroy 014 Governor's Citizen Complaint Letters Retain 5 years, destroy 015 Institutional Review Board Records (a) Retain exempt research project records 10 years after project completed, destroy (b) Retain full board review records 5 years after research completed, destroy 016 Oregon Health Bulletins Retain permanently, transfer to State Archives after 20 years 017 Public Health Executive Team Records Retain permanently, transfer to State Archives after 20 years 018 Public Health Photographs Retain permanently, transfer to State Archives after 20 years
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Payroll Records (OAR 166-300-0035) Employee Payroll Records Employee Time Records Personnel Records (OAR 166-300-0040) Employee Personnel Records Recruitment and Selection Records
Database Records None
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: State Public Health Officer Unit: Community Liaison
Program Description: Community Liaison provides consultation and technical assistance to county health department staff regarding administration, systems development, and the formation of standards and policies. The Unit interprets local health department issues to Health Services program managers. It provides consultation and technical assistance to community members, providers, health departments, and hospitals. It also provides expert nursing consultation to nursing supervisors and administrators for local health departments in planning, implementing and evaluating public health services.
Community Liaison plans, coordinates and performs in-depth on-site evaluation of local health departments (Triennial Reviews) to assure program compliance with state and federal regulations and standards. It coordinates and oversees preparation of Annual Health Plan/Grant applications by county health departments. It advocates for under-served populations through policy development and interpretation. It is designing a strategic planning process for public health in Oregon. It also administers the Preventive Health & Health Services Block Grant.
Records Description: Program Records 019 Confidentiality Reference for Oregon County Health Departments Retain until superseded or obsolete, destroy 020 County Health Department Annual Plan Records Retain 5 years, destroy 021 County Health Department Assurances and Standards Retain 6 years after superseded or obsolete, destroy 022 County Health Department Grant Notices of Grant Awards Retain 5 years after final or annual expenditure report accepted, destroy 023 County Health Department Triennial Review Records Retain current and 2 previous reviews, destroy 024 HIPAA Reference for Oregon County Health Departments Retain until superseded or obsolete, destroy 025 Oregon County Public Health Profiles Retain permanently, transfer to State Archives after 20 years
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Administrative Rule Preparation Records Calendar and Scheduling Records Conference, Seminar, and Training Program Records Contracts and Agreements Correspondence Publication Preparation Records Financial Records (OAR 166-300-0025) Grant Records
Database Records None
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Public Health Officer Unit: Health Systems Planning
Program Description: Health Systems Planning facilitates policy development and planning within Health Services. It provides research and policy analysis to agency management and community partners. The Unit coordinates implementation of federal Medicaid policy regarding access and quality of health care for Oregon Health Plan (OHP) participants and others who don't qualify for OHP. It also coordinates the Health Services administrative rulemaking process.
Policy and Planning coordinates activities of and/or provides staff support to various standing and ad hoc advisory committees and stakeholder groups including the Public Health Advisory Board. This board advises Health Services on statewide health issues and participates in public health policy development. The Unit also provides management oversight to the Certificate of Need and Facility Planning and Safety programs.
Records Description: Program Records 026 Health Care Workforce Policy Development Records Retain 6 years, destroy 027 Health Services Advisory Committee/Stakeholder Group Records (a) Retain ad hoc group records 6 years, destroy (b) Retain all other records 10 years, destroy 028 Health Services Policy and Planning Research Project Records (a) Retain surveys and preliminary raw data until report produced, destroy (b) Retain final reports and supporting technical data 20 years, destroy 029 Public Health Advisory Board Records (a) Retain minutes permanently, transfer to State Archives after 20 years (b) Retain all other records 10 years, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Payroll Records (OAR 166-300-0035) Employee Payroll Records Employee Time Records Personnel Records (OAR 166-300-0040) Employee Personnel Records Recruitment and Selection Records
Database Records Agency databases: Vital Stats databases Non-agency databases: CPMS DSSURS Integrated Client Database MMIS OMHAS
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: State Public Health Officer Unit: Health Systems Planning Program: Certificate of Need
Program Description: The Certificate of Need Program ensures that new health care facilities and services meeting statutory criteria are adequately distributed around the state without unnecessary duplication of services or excessive costs to patients. A Certificate of Need must be obtained before developing a new hospital, rebuilding existing facilities, and developing, rebuilding, relocating, or adding nursing facility beds to an existing facility. The Program determines whether there is a need for the proposed project, whether it is financially viable, and if it will negatively impact health care costs. The Program publishes the CN Update Newsletter to inform interested parties about health care facilities and services issues and activities. The Program also provides a hearing officer to conduct administrative rule public hearings for Health Services programs.
Records Description: Program Records 030 Certificate of Need Application Records (a) Retain new hospital records 40 years, destroy (b) Retain all other records 20 years, destroy 031 Certificate of Need Letters of Intent (a) Retain new hospital records 40 years, destroy (b) Retain new equipment/services and major medical equipment records 10 years, destroy (c) Retain nursing facility records 5 years, destroy 032 Certificate of Need Litigation Records Retain 10 years after resolved, destroy 033 Certificate of Need Program Correspondence Retain 15 years, destroy 034 CN Update Newsletter Retain 1 copy 40 years, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Administrative Rule Preparation Records Correspondence Publication Preparation Records
Database Records None
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: State Public Health Officer Unit: Health Systems Planning Program: Facility Planning and Safety
Program Description: The Facility Planning and Safety Program ensures that construction plans for health facilities conform to state standards and fire and life safety building codes. The objectives are to lower health care costs, minimize costly revisions following construction, and help assure the safety and well being of patients and residents of the facilities. Certificates of Need are issued by the Certificate of Need Program, then Facility Planning and Safety reviews construction plans and inspects projects for conformance.
Facility Planning and Safety also recommends construction-related rules and codes for Department of Human Services programs and the State Building Codes Agency. It publishes annual Construction Project Guides in cooperation with the Building Codes Agency and the State Fire Marshall. This guide is widely used by facilities, developers, architects, engineers, and local building codes agencies to refer to rules and codes for the construction of health care facilities. The Program also performs periodic technical surveys of health care facilities to determine needs for remodeling and improvements.
The Program also provides oversight of certain aspects of the cross connection control program in coordination with the Drinking Water Program. It reviews and provides guidance on community water supplier cross-connection policies and ordinances, and certifies backflow assembly testers and cross connection inspectors employed by water systems. Testers and instructors not employed by water suppliers are licensed by the Construction Contractors Board or the Landscape Contractors Board. The Program also receives and reviews Annual Summary Reports from water systems that document compliance with statutes and rules.
Records Description: Program Records 035 Backflow Assembly Tester Certification Records Retain 10 years, destroy 036 Backflow Assembly Tester Public Lists Retain until superseded or obsolete, destroy 037 Backflow Assembly Tester and Cross Connection Inspector Complaint Records Retain 10 years, destroy 038 Community Water System Cross Connection Annual Summary Reports Retain 10 years, destroy 039 Cross Connection Inspector Certification Records Retain 10 years, destroy 040 Construction Project Guides Retain one copy 10 years, destroy 041 Facility Review Project Files (a) Retain drawings 5 years after facility approved for occupancy, destroy (b) Retain records of projects on hold 5 years after last activity, destroy (c) Retain all other records 10 years after facility approved for occupancy, destroy 042 Health Care Facility Survey Records Retain 20 years, destroy 043 Rules and Building Codes Coordination Records Retain 10 years, destroy 044 Water Supplier Cross Connection Policy and Ordinance Review Records Retain 10 years, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Administrative Rule Preparation Records Correspondence Publication Preparation Records
Database Records None
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: State Public Health Officer Unit: Medical Marijuana and Special Projects
Program Description: The Medical Marijuana and Special Projects Unit was established in 1999 to manage a registry identification system that allows qualified patients who comply with program requirements to grow and use this alternative medicine. Currently it is one of nine high profile medical marijuana programs in the nation.
Medical Marijuana and Special Projects issues registry identification cards to applicants after establishing their qualification for the program. The Unit receives application material from patients and verifies medical statements with attending physicians. It registers pertinent information about the applicant, physician, designated caregiver, qualifying medical condition, and marijuana grow site. The Unit maintains a registry database of persons who have been issued registry identification cards and verifies applicant, patient, caregiver, and address registration status to state and local law enforcement agencies when requested.
The Unit manager periodically attends advocacy group meetings to respond to their issues and concerns. It also provides technical assistance and education about the medical marijuana program to interested parties. Other functions performed by the Unit include preparing ad-hoc and annual reports, responding to subpoenas, Administrative Rule development, and special projects.
Records Description: Program Records 045 Law Enforcement Inquiry Tracking Records (a) Retain inquiry forms the shorter of 3 years or until entered and verified, destroy (b) Retain database records 5 years, destroy 046 Medical Marijuana Patient Files (a) Retain non-pertinent medical records until registry card issued, destroy (b) Retain patient files 10 years after patient terminated, destroy 047 Medical Marijuana Program Advocacy Group Meeting Records Retain 10 years, destroy 048 Medical Marijuana Program Annual and Special Reports Retain 10 years, destroy 049 Medical Marijuana Program Correspondence Retain 10 years, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Administrative Rule Preparation Records Litigation Records Correspondence Payroll Records (OAR 166-300-0035) Employee Personnel Records Recruitment and Selection Records
Database Records MEDFRONT
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: State Public Health Officer Unit: Public Health Preparedness
Program Description: The Public Health Preparedness Unit's purpose is to improve state and local preparedness for response to bioterrorism, outbreaks of infectious disease, and other public health threats and emergencies. The Unit’s responsibilities include overall coordination of the Public Health Preparedness and Response to Bioterrorism cooperative agreement with the federal Centers for Disease Control and Prevention (CDC). It also coordinates the Hospital Bioterrorism Preparedness and Response cooperative agreement with the federal Health Resources and Services Administration (HRSA).
Public Health Preparedness works with the Conference of Local Health Officials, Health Preparedness Advisory Committee, Hospital Advisory Group, and other state and local groups to integrate health preparedness policy, planning, and activities. The Unit coordinates among local health departments to facilitate local plans that can be supported and supplemented by state or federal resources during emergencies. Health preparedness plans become part of the Oregon State Emergency Management Plan that is prepared and implemented by the state Office of Emergency Management. The Unit also prepares reports about public health preparedness activities and issues.
Records Description: Program Records 050 County Health Department Assessment and Evaluation Records Retain until superseded or obsolete, destroy 051 Health Preparedness Advisory Committee Records Retain 10 years, destroy 052 Hospital Advisory Group Records Retain 10 years, destroy 053 Public Health Preparedness Plans Retain permanently, transfer to State Archives after 20 years 054 Public Health Preparedness Reports Retain 10 years, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Administrative Rule Preparation Records Correspondence Financial Records (OAR 166-300-0025) Grant Records Risk Management Records (OAR 166-300-0045) Emergency Response Plans and Procedures
Database Records None
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