AGENCY: Department of Health. Division of Medicaid and Health Financing. Bureau of Authorization and Community Based Services
SERIES: 8119
TITLE: Provider case files
DATES: 1978-
ARRANGEMENT: Alphabetical by name
DESCRIPTION: This is the application, medicaid agreement, and other documentation submitted by health care providers to enroll in medicaid program. This record series is divided into the following categories: pharmacies, medical transportation, optometrist, laboratories, dentists, audio-speech therapists, optical supplies, osteopaths, physical therapists, in-state and out-state hospitals, medical supplies, dialysist, birthing rooms, clinics, physicians, nursing homes, rural health, home health, and public health. It includes institutional and non-institutional medicaid provider applications, medicaid provider agreements, signature cards, medical licenses, copies of medicare certification, notifications of change, address of the health care provider, the application date, the provider's license number and date of license, the type of provider, the medicare number, the employer identification number or social security number, the categories of service offered, the number of certified beds, the name and address of clinic affiliation, the type of practice organization, the provider identification number, and the names of individuals authorized to sign medicaid claims. At the beginning of 1989 these records are recorded on optical disk. Records prior to this time will be microfilmed and kept in the office for reference. This file after a two year period of time with no communication or claims will be closed.
RETENTION
Retain for 9 year(s) after case is closed
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 08/1986
FORMAT MANAGEMENT
Paper: Retain in Office for 9 years after case is closed or until microfilmed and then destroy provided microfilm has passed inspection.
Computer data files: Retain in Office until no longer administratively valuable and then delete.
Microfilm duplicate: Retain in State Records Center for 9 years and then destroy.
Microfilm duplicate: Retain in Office for 9 years and then destroy.
Microfilm master: Retain in Archives for 9 years after case is closed and then destroy.
APPRAISAL
Administrative
While the federal government requires the state to gather this information, it does not specify the retention period. The paper documents should be kept as long as medicaid services are being given by the health care provider. As not all providers notify the bureau when they cease giving these services, the retention period must be based on the provider's level of activity. This file will be closed after a two year period of time that no communication or claim has been filled.
PRIMARY DESIGNATION
Private