Behavioral Health
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NOTE: The retention requirements stated in this schedule apply to all records described in the series, regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc. BEHAVIORAL HEALTH - Record Retention Schedule Total Retention Requirement Sub-Department /BH/AD/ Addiction Services, Office of Series ID Series Description Confidential Vital Series Title BEHAVIORAL HEALTH - ADDICTION SERVICES BH-AD- DRUG & ALCOHOL PROFESSIONAL SERVICES CONTRACTS Includes copies of signed professional services contract files, budgets and original program descriptions. Includes monitoring reports. CLO = Date of termination of contract at end of City's fiscal year . NOTE: Fiscal Services Division has contract originals. CLO+7 BH-AD-0001- RECOVERY RELATED GRANTS Includes Access to Recovery and other federal grants. CLO = End of federal fiscal year. CLO+7 BH-AD-0002- Page 1 ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee) SUP=Superseded TERM=Termination RETENTION CODES: CITY OF PHILADELPHIA / DEPT. OF RECORDS Report Date: June 17, 2013 Revision Date: November 30, 2012
description
Behavioral Health
Transcript of Behavioral Health
NOTE: The retention requirements stated in this schedule apply to all records described in the series,regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.
BEHAVIORAL HEALTH - Record Retention Schedule
Total RetentionRequirement
Sub-Department/BH/AD/ Addiction Services, Office of
Series ID Series Description Confidential VitalSeries Title
BEHAVIORAL HEALTH - ADDICTION SERVICES(continued from previous page)BH-AD-
DRUG & ALCOHOL PROFESSIONAL SERVICES CONTRACTSIncludes copies of signed professional services contract files, budgets and original programdescriptions. Includes monitoring reports.CLO = Date of termination of contract at end of City's fiscal year .NOTE: Fiscal Services Division has contract originals.
CLO+7(continued from previous page)BH-AD-0001-
RECOVERY RELATED GRANTSIncludes Access to Recovery and other federal grants.CLO = End of federal fiscal year.
CLO+7(continued from previous page)BH-AD-0002-
Page 1
ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination
RETENTION CODES:
CITY OF PHILADELPHIA / DEPT. OF RECORDSReport Date: June 17, 2013Revision Date: November 30, 2012
NOTE: The retention requirements stated in this schedule apply to all records described in the series,regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.
BEHAVIORAL HEALTH - Record Retention Schedule
Total RetentionRequirement
Sub-Department/BH/AS/ Acute Services
Series ID Series Description Confidential VitalSeries Title
BEHAVIORAL HEALTH - ACUTE SERVICES(continued from previous page)BH-AC-
CRISIS RESIDENT REFERRALS - CONFIDENTIALScreening records for voluntary referrals to crisis residences. Records include information aboutpersons requesting assistance, type of crisis, and the temporary residence to which the person isreferred.
Y CY+3(continued from previous page)BH-AC-0001-
INVOLUNTARY COMMITMENTS - CONFIDENTIALDetailed records of crisis interventions for individuals who require involuntary commitment underSections 302 through 306 of the Pennsylvania Mental Health Procedures Act of 1976. Records includeinformation about the person requesting commitment, the reason for commitment, medicalexaminations, treatment information, and statement of patient rights.
Y CY+8(continued from previous page)BH-AC-0002-
INVOLUNTARY COMMITMENT TRACKING FORM - CONFIDENTIALBasic information about involuntary commitments under Section 302 of the Pennsylvania MentalHealth Procedures Act of 1976. Applications are completed by area hospital staff and called into AcuteServices. Information is also entered into database.
Y CY+8(continued from previous page)BH-AC-0003-
MISSING PERSONS REPORTS - CONFIDENTIAL - HOLD ON SITEReports received by Acute Services of persons missing from mental health or crisis facilities, includingphysical descriptions and diagnoses.
Y CY+1(continued from previous page)BH-AC-0004-
MOBILE EMERGENCY TEAM REFERRALS - CONFIDENTIAL - HOLD ONSITERecords of Mobile Emergency Teams dispatched by mental health delegates to assess individualsexperiencing behavioral health crises. Records include a description of the situation and any actiontaken to resolve it. Information is also entered into database.
Y CY+2(continued from previous page)BH-AC-0005-
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ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination
RETENTION CODES:
CITY OF PHILADELPHIA / DEPT. OF RECORDSReport Date: June 17, 2013Revision Date: November 30, 2012
NOTE: The retention requirements stated in this schedule apply to all records described in the series,regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.
BEHAVIORAL HEALTH - Record Retention Schedule
Total RetentionRequirement
Sub-Department/BH/AS/ Acute Services
Series ID Series Description Confidential VitalSeries Title
CONTACT FORM - CONFIDENTIAL - HOLD ON SITEBasic contact information for individuals who call the Suicide Intervention Hotline and the NationalSucide Prevention Lifeline. Includes demographic information and details about the nature of themental health/ behavioral health problem.
Y CY+2(continued from previous page)BH-AC-0006-
CHILD & ELDERLY ABUSE FORM - CONFIDENTIAL - HOLD ON SITEForm used to document child and elderly abuse reported to authorities.
Y CY+2(continued from previous page)BH-AC-0007-
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ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination
RETENTION CODES:
CITY OF PHILADELPHIA / DEPT. OF RECORDSReport Date: June 17, 2013Revision Date: November 30, 2012
NOTE: The retention requirements stated in this schedule apply to all records described in the series,regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.
BEHAVIORAL HEALTH - Record Retention Schedule
Total RetentionRequirement
Sub-Department/BH/FI/ Fiscal Services
Series ID Series Description Confidential VitalSeries Title
BEHAVIORAL HEALTH - FISCAL SERVICES(continued from previous page)BH-FI-
DRUG & ALCOHOL PROFESSIONAL SERVICES CONTRACTS - HOLD ONSITEContract originals. Contracts close at end of fiscal year.
FY+7(continued from previous page)BH-FI-0001-
DRUG & ALCOHOL PROFESSIONAL SERVICES PROVIDER FISCAL FILES -HOLD ON SITEIncludes all supporting documentation for D&A professional services contracts, including budgets,invoices, award letters, statements of work, reconciliation letters, records of payments, fiscal reports tofund sources, award records and correspondence. Includes agency audits either in the file (prior to2011) of filed separately. Contracts close at end of fiscal year.
FY+7(continued from previous page)BH-FI-0002-
MENTAL HEALTH & INTELLECTUAL DISABILITY CONTRACTS -CONFIDENTIAL - HOLD ON SITEContract originals. Contracts close at end of the fiscal year.NOTE: Retention time is Department of Welfare requirement.
Y FY+5(continued from previous page)BH-FI-0003-
MENTAL HEALTH & INTELLECTUAL DISABILITY SERVICES PROVIDERFISCAL FILES - CONFIDENTIAL - HOLD ON SITEIncludes all supporting documentation for MH & ID professional services contracts, including budgets,invoices, award letters, statements of work, reconciliation letters, records of payments, fiscal reports tofund sources, award records and correspondence. Includes agency audits either in the file (prior to2011) or filed separately. Contracts close at end of the fiscal year.
Y FY+4(continued from previous page)BH-FI-0004-
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ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination
RETENTION CODES:
CITY OF PHILADELPHIA / DEPT. OF RECORDSReport Date: June 17, 2013Revision Date: November 30, 2012
NOTE: The retention requirements stated in this schedule apply to all records described in the series,regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.
BEHAVIORAL HEALTH - Record Retention Schedule
Total RetentionRequirement
Sub-Department/BH/ID/ Intellectual disAbility
Series ID Series Description Confidential VitalSeries Title
BEHAVIORAL HEALTH - INTELLECTUAL disABILITYFormerly called Mental Retardation Services(continued from previous page)
BH-ID-
PATIENT CARE CASE FILES - PENNHURST & EMBREEVILLE -CONFIDENTIALRecords of care services and therapy provided to adult patients. Includes special medical information,case notes, individual rehabilitation plans, residential and activity monitoring reports, court-mandatedindependent oversight reports and therapy notes.CLO = Death of last class member.Formerly BH-MR-0001
Y CLO+3(continued from previous page)BH-ID-0001-
PATIENT CARE CASE FILES - OTHER - CONFIDENTIALRecords of care services and therapy provided to patients through outsourced support coordinationservices.Formerly BH-MR-0001
Y CR+5(continued from previous page)BH-ID-0002-
INVESTIGATIONS - PENNHURST - CONFIDENTIALInvestigations of unusal incidents related to the Pennhurst State Center plantiff class.CLO = Death of last class memberNOTE: Since 2002, core of investigation is also electronic in HCSIS.Formerly BH-MR-0002
Y CLO+3(continued from previous page)BH-ID-0003-
INVESTIGATIONS - OTHER - CONFIDENTIAL Y CR+5(continued from previous page)BH-ID-0004-
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ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination
RETENTION CODES:
CITY OF PHILADELPHIA / DEPT. OF RECORDSReport Date: June 17, 2013Revision Date: November 30, 2012
NOTE: The retention requirements stated in this schedule apply to all records described in the series,regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.
BEHAVIORAL HEALTH - Record Retention Schedule
Total RetentionRequirement
Sub-Department/BH/ID/ Intellectual disAbility
Series ID Series Description Confidential VitalSeries Title
Investigations of unusual incidents related to patient care.Formerly BH-MR-0002
(continued from previous page)
WAIVER ELIGIBILITY CORE DOCUMENTS - CONFIDENTIAL - HOLD ON SITECore paper documentation for level of care eligibility. Includes waiver of federal Medicare eligibility,psychological evaulations, trust documents and burial fund documents.CLO = Death of patientNOTE: Information since 2005 is electronic in HCSIS
Y CLO+5(continued from previous page)BH-ID-0005-
WAIVER ELIGIBILITY ANNUAL ASSESSMENTS - CONFIDENTIAL - HOLD ONSITEDocumentation for annual assessments of eligibility.NOTE: Information since 2005 is electronic in HCSIS
Y CY+5(continued from previous page)BH-ID-0006-
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ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination
RETENTION CODES:
CITY OF PHILADELPHIA / DEPT. OF RECORDSReport Date: June 17, 2013Revision Date: November 30, 2012
NOTE: The retention requirements stated in this schedule apply to all records described in the series,regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.
BEHAVIORAL HEALTH - Record Retention Schedule
Total RetentionRequirement
Sub-Department/BH/MH/ Mental Health
Series ID Series Description Confidential VitalSeries Title
BEHAVIORAL HEALTH - MENTAL HEALTH(continued from previous page)BH-MH-
COURT FILES - CONFIDENTIALIncludes prison transfers, entry and exits, Mental Health Court and Criminal Mental Health Court data,commitment information (i.e., 302, 303, etc.).
Y Y CY+7(continued from previous page)BH-MH-0001-
CLIENT SPECIFIC FILES - CONFIDENTIALNorristown State Hospital client specific discharge/ administrative data, client histories andassessments, csps, South Mountain admission and discharge data, Extended Acute Care information,ADAPT assessments, client specific assessments, nursing home/ level of care documents, other clientcontacts by special requests. Includes evaluations, notes, medical histories and clinical caseconferences.NOTE: Information can be electronic.
Y Y CY+7(continued from previous page)BH-MH-0002-
RESIDENITIAL FILES - CONFIDENTIALIndependent living data, incident reports, problem reports for 1260 housing, residential monitoring files,CSN applications and notifications, supporting documentation such as medical histories andevaluations, notes, outcome data, program descriptions, referral packets. Includes personal careboarding home client-specific documentation and payment records.NOTE: Information can be electronic.
Y Y CY+7(continued from previous page)BH-MH-0003-
PROGRAM CONTRACT FILES - CONFIDENTIALIncludes agency budgets including personnel budget schedules, staffing patterns, revenue summaries,expenditure summaries, administrative cost distributions, pac forms, tables of organization, quarterlyinvoices, summaries of program activities, contract work statements, certificates of compliance, lettersof agreement and other supporting documentation.CLO = Completion date of contract
Y Y CLO+7(continued from previous page)BH-MH-0004-
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ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination
RETENTION CODES:
CITY OF PHILADELPHIA / DEPT. OF RECORDSReport Date: June 17, 2013Revision Date: November 30, 2012
NOTE: The retention requirements stated in this schedule apply to all records described in the series,regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.
BEHAVIORAL HEALTH - Record Retention Schedule
Total RetentionRequirement
Sub-Department/BH/MH/ Mental Health
Series ID Series Description Confidential VitalSeries Title
PROGRAM MONITORING FILES - CONFIDENTIALOn-site monitoring reports of programs against contracts, BDAAP annual monitoring documents,agency specific surveys and reports, DOH licensing letters, chart audits and agency correspondence.CLO = Completion date of contract
Y Y CLO+7(continued from previous page)BH-MH-0005-
TARGETED CASE MANAGEMENT - CONFIDENTIALCase management client specific files. Includes agency budgets, TCM rate specific information,staffing/ t.o., program descriptions, cif/ referral packets, monitoring documents.NOTE: Records can be electronic.
Y Y CY+7(continued from previous page)BH-MH-0006-
TARGETED CASE MANAGEMENT - CHILDREN - CONFIDENTIALIncludes referrals, concurrent reviews, closure requests. Includes diagnosis, treatment andrecommendations. Includes medical information, case notes, individual rehabilitation plans, residentialand activity monitoring reports, court-mandated independent oversight reports and therapy notes.NOTE: Records can be electronic.
Y Y CY+21(continued from previous page)BH-MH-0007-
SUMMER CAMP FILES - CONFIDENTIALIncludes children's camp applications and payments of camp fees.NOTE: Records can be electronic.
Y CY+7(continued from previous page)BH-MH-0008-
RESPITE CARE FILES - CONFIDENTIALParent requests for home care services for children who are recipients of behavioral health care andpayments for such services.
Y CY+7(continued from previous page)BH-MH-0009-
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ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination
RETENTION CODES:
CITY OF PHILADELPHIA / DEPT. OF RECORDSReport Date: June 17, 2013Revision Date: November 30, 2012
