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Department of Human Services, Health Services - Public Health

Records Retention Schedule


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

Retain permanently, transfer to State Archives after 20 years

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 Unitís 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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