AGENCY: Department of Health and Human Services. Division of Services for People with Disabilities. Developmental Center

SERIES: 59948
TITLE: Client dental records
DATES: 1960-2015.
ARRANGEMENT: Alphabetical by client's name

DESCRIPTION: These files document the complete dental record maintained on clients by the dental office.

They are kept in the dental office for general staff use and as the actual file when a client forgets to bring their medical records with them to the visit.

This series includes all reports, updates, notes, and X-rays taken by the training school staff and/or by an outside dentist who may have performed some speciality work on the client. A Consent Form for Rendering Dental Services; name; date; hour parent was contacted; signature of a witness; parent, or guardian; Chart of Dental Visits, Dental Staffing Report and Special Dental Needs Form which contains precautions; behavioral problems; condition of teeth; information; assessment procedures; evaluations; summaries; recommendations; signature; client's name; file number; date of birth; evaluator; and date; Anesthetic Record, Dental Services Form which contains the name; birthdate; restraints; medication administered; pre-operative and post operative treatment and medication; discharge notes; and signatures.

RETENTION

DISPOSITION

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 12/1999

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after discharge and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy provided no pending action or litigation.

X-rays: Retain in Office for 7 years after date of x-ray and then destroy according to retention in series 59998 provided results are in the patient's file.

APPRAISAL

Administrative Fiscal Historical Legal

Retention of the overall file and client's summary is based on 42 CFR 442.460.¶Retention of the X-rays is based on 42 CFR 482.26.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Controlled. UCA 63G-2-304 (2008)