AGENCY: Department of Health and Human Services. Healthcare Administration. Division of Integrated Healthcare. Office of Medicaid Operations.

SERIES: 7946
TITLE: Recipient year to date report
DATES: 1977-
ARRANGEMENT: None

DESCRIPTION: This is a year end summary of all the claims filed by each medicaid recipient during the year. This is used as an audit tool. It includes run date, report date, the name and number of the recipient, a listing of all the claims filed by the recipient including the name and identification number of the health care provider, the transaction control number, the date the provider was paid, the dates of the first and last service, the type of aid given the total charges, the amount received from other sources and from insurance, the amount of the payment paid by the government, and, if a prescription was filled, the prescription number, drug code and name.

RETENTION

Retain for 9 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

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

APPROVED: 03/2003

FORMAT MANAGEMENT

Computer output microfiche master: For records beginning in 1977 through 2001. Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

CD-ROM: For records beginning in 2001 and continuing to the present. Retain in Office for 9 years and then destroy.

Computer data files: For records beginning in 2001 and continuing to the present. Retain in Office for 9 years and then delete.

APPRAISAL

Administrative Fiscal

This bureau receives multiple copies of this fiche but they only need one copy. This one copy needs to be kept for 4 years for audit purposes. The federal government has a three year audit period but as they operate on fiscal years, the record should be kept for 4 calendar years. Discussion with the office indicates that they only need to keep this record in the office for two years.

PRIMARY DESIGNATION

Private