OAR 166-475-0065
This General Schedule is applicable to the Health Services records of the Oregon University System. Retention periods
apply to the record copy of all public records, regardless of medium or physical format, created or stored by the
above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.
Client Records
OAR 166-475-0065(1)
This series documents provision of
health-related services to clients on an outpatient basis by offices other than the student health center. Examples
of types of services are: speech therapy; hearing testing; and cholesterol screening. This series may include but
is not limited to: tests; goals and objectives; diagnostic reports; questionnaires; and related data.
Retention: 7 years after last service or until client reaches
age 21, whichever is longer
NOTE: These records may be exempt from disclosure per ORS 192.502(2).
Communicable
Disease Records
OAR 166-475-0065(2)
This series fulfills the public health
requirement of reporting the discovery of communicable disease. This series may include but is not limited to:
laboratory test results; name and address of student; date; and person making referral. Information is transferred
to the county health department, but the log is maintained by the laboratory.
Retention: 5 years
NOTE: These records may be exempt from disclosure per ORS 192.502(2).
Health
History Forms
OAR 166-475-0065(3)
This series documents a student's
medical history. The series contains student medical history forms for students who have never visited a institution
student health center and therefore do not have a medical record on file. These forms are a prerequisite for enrollment
at most institutions.
Retention: 7 years after last service
NOTE: These records may be exempt from disclosure per ORS 192.502(2).
Immunization
Reporting Records
OAR 166-475-0065(4)
This series is used to comply with
Oregon State Health Division reporting requirements for immunizations given to patients. Records may include: immunization
log sheets; annual reports; ITARS (Immunization Tracking and Recall System) documentation and related correspondence.
Retention:
(a) 25 years from last date of service for ITARS records;
(b) 10 years for immunization log sheets and annual reports;
(c) 7 years after last service or until 21
st birthday, whichever is longer for all other records
NOTE: These records may be exempt from disclosure per ORS 192.502(2).
Laboratory
Inspection Records
OAR 166-475-0065(5)
This series documents in-house inspection
of laboratory equipment on a quarterly basis. This series may include but is not limited to: a checklist of all
equipment; calibrations; and conditions.
Retention: For the life of the equipment for calibrations;
3 years for all other records
Laboratory
Test Requests
OAR 166-475-0065(6)
This series documents physician orders
for laboratory tests for students receiving services at the student health center. This series may include but
is not limited to: name of student; date; test(s) ordered; and physician's signature.
Retention: 2 years
Licensure
Records
OAR 166-475-0065(7)
This series documents the professional
and regulatory issuance of credentials to individuals and facilities providing services within the student health
center. This series may include but is not limited to: license applications; College of American Pathologists comparative
test results for laboratory licensing; Oregon Pharmacy Board Retail Drug Outlet/Controlled Substance Registration
(license) and inspection reports; individual employee professional licenses; and related correspondence.
Retention: Until superseded or
obsolete
Medical
Records
OAR 166-475-0065(8)
This series documents the medical
services history provided for students treated by the student health center. This series may include but is not
limited to: appointment request slips; summary sheets; bacteriology test results; treatment record forms; diagnosis
sheets; health history/screening sheets; initial evaluation/assessment sheets; referral sheets; health center billing
statements; personal health history sheets; dental examination sheets and X-rays; laboratory test results; physical
therapy notes; X-ray release forms; X-ray requisitions with narrative of radiologist; notes; memoranda; and related
correspondence.
Retention: 7 years after last service or until client reaches
age 21, whichever is longer
NOTE: These records may be exempt from disclosure per ORS 192.502(2).
Non-Student
Medical Records
OAR 166-475-0065(9)
This series documents medical services provided to non-students by the institution's student health center, such
as allergy shot, vaccines, and blood pressure checks. Records include: medical history forms; notations of services
provided and dates; payment information; and related correspondence.
Retention: 7 years after last service or until client reaches
age 21, whichever is longer
NOTE: These records may be exempt from disclosure per ORS 192.502(2).
Patient
Logs
OAR 166-475-0065(10)
This series is used to log in patients
who visit the student health center (both in-patients and out-patients). It may also be used to create annual census
reports and 3-year census comparisons. Log information may include: the date and time that the patient came in;
the physician assigned; diagnosis; admission/discharge date; length of stay; and remarks.
Retention: 3 years
Patient
Satisfaction Surveys
OAR 166-475-0065(11)
This series documents patient comments
on services provided by the student health center and is used to plan for a change in services. The surveys may
include but are not limited to: rating of services; type of services rendered; statistics about the student; and
possibly names and addresses.
Retention: 3 years
Pharmacy Prescription Dispensation Records
OAR 166-475-0065(12)
This series is used to provide an
individual, daily summary, and annual summary record of initial drug dispensation and refills administered by the
department as required by the Oregon State Pharmacy Board. This series may include but is not limited to: prescription
slips; in-house computer-generated Rx registers; controlled substance reports; and data base purge reports.
Retention: 3 years
Practitioner
Schedules
OAR 166-475-0065(13)
This series documents the practitioners'
work schedules which are used to clarify assigned responsibilities. This series includes: dates and times of assignments;
practitioner names; and responsibilities.
Retention: 2 years
Radiographic Quality Assurance Records
OAR 166-475-0065(14)
This series documents the setting
of measurable standards and procedures for radiographic safety and professional quality by professionals on staff.
This series may include but is not limited to: reports by the radiographic staff; quality assurance committee notes;
and staff reviews.
Retention: 3 years
Student Health Insurance Records
OAR 166-475-0065(15)
This series documents students' insurance
coverage activity under institution insurance policies. This series may include but is not limited to: benefit
explanations; payment summaries; photocopies of checks; invoices; policy change sheets; ledgers; individual student
correspondence relating to their coverage; and related correspondence with the insurance company.
Retention:
Record Copy: 2 years after expiration of policy
Other copies: 2 years after expiration of policy
Surgical Instrument Sterilization Records
OAR 166-475-0065(16)
This series documents the sterilization
of surgical instruments used by the student health center. This series may include but is not limited to: autoclave
recording charts and log sheets indicating date; load number; items sterilized; and temperature/time settings.
Retention: 1 year
X-Rays
OAR 166-475-0065(17)
This series consists of student X-rays
taken by student health center staff. X-rays are stored alphabetically in envelopes identified by year, name, and
view. This series may also include but is not limited to a log of X-rays going out and coming in for professional
reference and related documentation.
Retention: 7 years after date of last service
Last Update:
03 April 2003
Maintained by OUS Records Management Services
ryan_hagemann@ous.edu
Page Top
