Series Title (Agency Series #): Description, Retention (Legal Citation)

After Hours Records (DOH34-009): Documents all calls received by after hours desk. Information is sent to Multicare for entry in the health information system and is then routed to the appropriate clinic. Records include call logs, referral logs, schedules, and related information.
Retention: Retain 2 years. (2009-0001/031)

Care Facility Referrals (DOH34-006): Records documenting the referral of clients in care facilities and nursing homes dental service providers under contract to the county. Clinics provide a copy of all referrals and they are entered in the county health system. Referrals show client's name and location, procedure, dentist, and facility making referral.
Retention: Retain 1 year after entered in health information system. (2009-0001/030)

Complaint Log (DOH34-002): Record of all complaints received by the Dental Services Division. Used to report complaints to Division of Medical Assistance Program (DMAP) on a quarterly basis. Log shows date of complaint, complainant's name, description of complaint, and related information.
Retention: Retain 10 years. (MOAR 166-150-0065(7))

Contracts, Amendments and RFA's (DOH34-008): Oregon Health Plan Contracts and amendments and records documenting county request to DMAP to expand services, change service area, or other modifications to the agreement with DMAP concerning dental services. Includes the application and supporting documentation.
Retention: Retain 10 years after DMAP contracts, amendments and agreements are terminated. (MOAR 166-150-0005(7))

Correspondence: Records that: 1. document communications created or received by an agency AND 2. directly relate to an agency program or agency administration AND 3. are not otherwise specified in the Multnomah County Retention Schedules. Records may include but are not limited to letters, memoranda, notes and electronic messages that communicate formal approvals, directions for action, and information about contracts, purchases, grants, personnel and particular projects or programs.
Retention: File with the associated program or administrative records. Communications not meeting the above criteria do not need to be filed and may be retained as needed. (OAR 166-150-0005(10)) Updated 01/08/2018

Enrollment Reports (DOH34-003): Reports from DMAP documenting people who have enrolled or dis-enrolled from the Oregon Health Plan. Includes weekly and monthly reports. Reports show person's name, social security number, address, identification number, language information, and payment information.
Retention: Retain 6 years. (45 CFR 164.530(j))

Newborn Notifications (DOH34-005): Documents that newborns have been added to the Oregon Health Plan and that the correct fee has been received for adding them. Used for system reconciliation. Notifications show date of birth, baby's name, mother's name, identification numbers, and related information.
Retention: Retain 2 years. (2009-0001/032)

Patient Complaints (DOH34-001): Documents complaints filed by dental clients. Complaints can cover any subject. Complaints show date of complaint, date of incident, description of complaint, people involved, and resolution.
Retention: Retain 10 years. (MOAR 166-150-0065(7))

Quality Improvement Committee Records (DOH34-016): Records documenting meetings of the Quality Improvement Committee required under Division of Medical Assistance Program rules OAR 410-141-0200. These meetings deal with tasks and actions within existing policies and procedures. Records may include minutes, notes, reports, and related items.
Retention: Retain 10 years. (MOAR 166-150-0005(16))