Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

« Return to Normal View   |   Print Page

Community Health, Department of   [ Total entries: 41 ]


1978-0089 | Administration Division Director’s Subject Files

Description:  Documents formulating and administering the policies and procedures of the Administrative Division.

Retention:  Permanent

Vital Record:  FALSE


1978-0273 | Alternative Health Services Client Files, 1976-1981

Description:  Documents providing an evaluation of the effectiveness of alternative health services provided to Medicaid receipients.

Retention:  Permanent

Vital Record:  FALSE


1978-0272 | Alternative Health Services Payment Files, 1976-1981

Description:  Records of expenses incurred by Medicaid recipients for services provided by the Alternative Health Services Project.

Retention:  Destroy

Vital Record:  FALSE


1978-0271 | Alternative Health Services Subject Files, 1976-1981

Description:  Documents relating to the research, planning, and implementation of the Alternative Health Service Program.

Retention:  Permanent

Vital Record:  FALSE


1990-0124 | Annual Premium

Description:  Employee requests to pay health benefits directly.

Retention:  2 years

Vital Record:  FALSE


1990-0123 | Application for Enrollment (or Change) in Health Benefit Coverage and Notification of Denial

Description:  Denied Actions for health benefit coverage.

Retention:  1 year

Vital Record:  FALSE


1983-0853 | Assistants to the Commissioner Files

Description:  Records of the commissioner's assistants. There are two assistants to the commissioner. One serves as the commissioner's advisor in areas of program and policy. The other serves as the commissioner's advisor in the areas of administration and operations.

Retention:  Permanent

Vital Record:  FALSE


1980-0402 | Benefits Payments Cancelled Check Files

Description:  Checks documenting payments to Medicaid providers.

Retention:  7 years

Vital Record:  FALSE


1979-0012-04 | Cervical Cancer Screening Program Files - District Offices & County Health Dept.s

Description:  Document relating to maintaining records of results for the Cervical Cancer Screening Program.

Retention:  Negative Results: 3 years; Questionable & Positive Results: 5 years after patient is no longer in program, has reached the age 75 or has died. Statistical reports: 4 years

Vital Record:  FALSE


1979-0012-04 | Cervical Cancer Screening Program Files - Family Health Director’s Office

Description:  Monthly reports of selected information from forms 3150, 3151, and 3152.

Retention:  Permanent

Vital Record:  FALSE


1977-0278A | Commissioner’s Subject Files

Description:  Documents relating to the operations of and formulation of policy for the department.

Retention:  Permanent

Vital Record:  FALSE


2000-0033-01 | Composite Board of Medical Examiners Investigation and Hearing Files

Description:  Upon receipt of complaints or in its own motion, the Board investigates any evidence that appears to show that a licensed professional is or may be guilty of violating the rules/regulations of the Board. This series documents the investigation of complaints and hearings of the board to determine any action against the licensee.

Retention:  20 years

Vital Record:  FALSE


1989-0053 | Coordination of Health Benefit Audit Files

Description:  Audit and investigation of individual health benefit claim payments which involve coordination of benefits with other insurance plans. At times payments are made when the State Health Benefit Plan is erroneously considered, at payment date, to be primary payor.

Retention:  1 year

Vital Record:  FALSE


1983-0852A | Deputy Commissioner’s Files

Description:  The deputy commissioner serves as the commissioner's executive assistant and functions as the commissioner in the commissioner's absence. This series documents the actions of the deputy in the operation and management of the department.

Retention:  Permanent

Vital Record:  FALSE


1990-0118 | Documentation for Health Benefit Coverage - Dependent Student Status

Description:  Eligible dependent health beneifts coverage.

Retention:  3 years

Vital Record:  FALSE


1991-0021 | Flex Insurance Claims Files

Description:  Claims for Insurance benefits.

Retention:  3 years or until state audit is completed, whichever is longer

Vital Record:  FALSE


1978-0013A | Fraud and Abuse Investigation Files

Description:  Records documenting the investigation of possible fraud and abuse of the Medical Assistance Program.

Retention:  8 years

Vital Record:  FALSE


1984-0056 | Health Benefit Forms Transmittal Batches

Description:  Entering data into the computer concerning initial enrollment and subsequent changes in coverage or dependent information for members of the State Health Benefit Plan.

Retention:  1 year

Vital Record:  FALSE


1990-0120 | Health Insurance Enrollment Form and Supporting Documentation for Members in Leave Without Pay Statu

Description:  Employee insurance coverage in leave without pay status,

Retention:  4 years

Vital Record:  FALSE


0419-0002 | Inactive/Closed State Medical Education Board Scholarship Records

Description:  This series documents the historical reference on scholarship recipients for the county/rural doctors program.

Retention:  5 years

Vital Record:  FALSE


1978-0207A | Medicaid Eligibility and Expenditure Reports

Description:  Records maintaining a Medicaid recipient eligibility list and documenting payment of claims to Medicaid providers.

Retention:  Security Copy (original): 7 years; Medicaid Library Copy: 3 years; All other copies: retain for useful life

Vital Record:  FALSE


1975-0085A | Medicaid Hospital Reimbursable Cost Report Files

Description:  Records documenting the audit of annual reimbursable cost reports submitted by hospital participants of the Medicaid Program.

Retention:  7 years

Vital Record:  FALSE


1975-0086A | Medicaid Nursing Home Reimbursable Cost Report Files

Description:  Records documenting the audit of annual reimbursable cost reports submitted by nursing home participants of the Medicaid Program.

Retention:  5 years

Vital Record:  FALSE


1982-0077 | Medicaid Provider Agreement Files, Inactive

Description:  Records documenting a Medicaid provider's agreement to participate in the Georgia Medicaid Program.

Retention:  5 years

Vital Record:  FALSE


1979-0068 | Medicaid Refund Payment Files

Description:  Records of over-payments made to Medicaid providers and the subsequent refunding of these over-payments to the department.

Retention:  4 years

Vital Record:  FALSE


1981-0368 | Nursing Home Deceased Patient Files

Description:  Documents relating to the monitoring of and changes to a patient's level of care in a nursing home.

Retention:  4 years

Vital Record:  FALSE


1981-0394 | Nursing Home Onsite Review Files

Description:  Records documenting the supervision of nursing home to ensure compliance with state and federal regulations governing participation in the Medicaid Program.

Retention:  Official copy: 4 years then sample per instructions. Reference copies: 2 years

Vital Record:  FALSE


1980-0271 | Office of Special Services’ Legal Files

Description:  Records of all departmental hearings of appeals concerning providers and recipients of medical assistance benefits; and third party liability case records.

Retention:  8 years after case is closed

Vital Record:  FALSE


1978-0001 | Operations Division Director’s Subject Files

Description:  ocuments formulating and administering the policies and procedures of the Operations Division.

Retention:  Permanent

Vital Record:  FALSE


0419-0001 | Physician Profile Questionnaires

Description:  Documents relating to information gathered from physician for profile; includes profile questionnaire

Retention:  5 years

Vital Record:  FALSE


1978-0100A | Prior Authorization Claims Files

Description:  Records authorizing payment for all medical services and equipment rendered by Medicaid providers to Medicaid recipients.

Retention:  3 years

Vital Record:  FALSE


1978-0002 | Program Management Division Director’s Subject Files

Description:  ocuments formulating and administering the policies and procedures of the Program Management Division.

Retention:  Permanent

Vital Record:  FALSE


1998-0058 | Quality Assurance/Utlization Review Files

Description:  Quarlity Assurance/Utlization Review Audits are performed on an on-going basis for all waivered service providers. This audits are performed by Medicaid program specialists based on state and federal regulations.

Retention:  4 years

Vital Record:  FALSE


1975-0226A | Quality Control Review Files

Description:  Records documenting the review of random samples of Medicaid cases to verify eligibility status, correctness of claims payments, and third party liability recovery efforts.

Retention:  3 years

Vital Record:  FALSE


1990-0126 | Quarterly Premiums for Retirees or Surviving Spouse/Dependent(s)

Description:  Health benefits coverage.

Retention:  4 years

Vital Record:  FALSE


1990-0119 | Repeals to Health Benefits Coverage Transactions

Description:  Corrections made t o records which document the health benefits coverage of members.

Retention:  2 years

Vital Record:  FALSE


1990-0125 | Retiree and Disability Retiree Coverage

Description:  Applications for insurance coverage.

Retention:  4 years

Vital Record:  FALSE


0419-0005 | Ryan White CARE Program Files

Description:  Records documenting the state's participation in the Ryan White CARE Program. The Ryan White Comprehensive AIDS Resources Emergency (CARE) Act is Federal legislation that addresses the unmet health needs of persons living with HIV disease by funding primary health care and support services that enhance access to and retention in care.

Retention:  Retain 7 years past date of patient's death; for children's records, retain for 3 years after the 21st birthday or 7 years after the death of patient, whichever comes later

Vital Record:  FALSE


1981-0149 | SHPDA Regulatory Project Files

Description:  Records documenting the approval or denial of applications for health care facilities. Approval must be sought to establish, construct, or renovate a health care facility.

Retention:  Permanent

Vital Record:  FALSE


1990-0121 | Step-Child Documentation for Health Benefit Coverage Dependent Step-Children

Description:  Coverage for dependent step-children.

Retention:  4 years

Vital Record:  FALSE


1984-0096 | Third Party Liability Case Files

Description:  Documents relating to the recovery of Medicaid funds from receipients having supplementary insurance or third party coverage.

Retention:  4 years

Vital Record:  FALSE


Georgia Archives, 5800 Jonesboro Road, Morrow, GA  30260
www.georgiaarchives.org