AGENCY: Box Elder County (Utah). Pioneer Care Center
SERIES: 5334
TITLE: Patient financial case files
DATES: 1994.
ARRANGEMENT: Alphabetical by patient name
DESCRIPTION: These files document patients' financial conditions and expenses incurred at the Pioneer Care Center. They are used to create billings for provided medical services. Until 1990, these files were combined with the patients medical files at the discharge of the patient. They are now maintained separately.
The files include the health care facility admittance record (patient's name, usual residence, case number, race, marital status, date of birth, age, social security number, birthplace, citizenship information, Medicare/Medicaid number, date and time admitted, physician's name, admitted from, how transferred, referred by, name, and address and phone number of next of kin, name of person responsible for account, relationship, occupation and employer's name and address, phone number and name of local funeral home desired, informant's signature, witnesses's signature, signature of patient, signature of responsible party, and a insurance release statement).
The files also include an insurance card copy; utilization review committee form (patient's medical record, age, sex, admission date, admitted from, number of days in acute hospital, reason for admission, admitting diagnosis, current diagnosis, patient's condition since admission, current condition, skilled care needs, signature of reviewing physician, signature of Utilization Review Committee, and date); payment contracts; admission checklist; notifications on eligibility to receive Medicaid; explanation of Medicare benefits; correspondence; quarterly statement of personal money needs; and statement of acknowledgment.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 12/1990
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years after discharge or death of patient and then destroy.
APPRAISAL
Administrative
This disposition is based on the administrative needs expressed by the center and the statute of limitations provisions concerning malpractice. "No malpractice action against a health care provider may be brought unless it is commenced within two years after the plaintiff or patient discovers, or through the case of reasonable diligence should have discovered the injury, whichever first occurs, but not to exceed four years after the date of the alleged act, omission, neglect or occurrence" [Utah Code Annotated 78-14-4.4 (1990)].