Series Title (Agency Series #): Description, Retention (Legal Citation)
Assessment, Intervention and Transition Program (AITP) Case Records (MHAS4-001): Clinical records of mental health assessments of juveniles remanded to county custody at the Donald E. Long Home. County staff evaluate their mental health in order to make recommendations to the court about proper case disposition. Records include report face sheet, personal property inventory, medical entry form, psychological evaluations, test results, treatment notes, consultation referrals, and final assessment and recommendations. This program closed in 2004.
Retention: Retain 15 years after last action. (MOAR 166-150-0060(2))
Care Coordination Case Management Records (MHAS4-002): Documents case management provided to seriously mentally ill children who receive in-home or foster care. Services provided may include out-patient treatment and residential services; crisis services; and coordination of regional and local in-patient service including commitment and discharge. Series may include records such as a history of previous service; referrals; testing and evaluation reports; treatment plans; progress notes; correspondence; enrollment, fee, and billing records; legal records; permission to treat; medical assessment including laboratory and other tests, emergency room services, and medication and prescription records; and school reports.
Retention: 10 years after last service or until the 21st birthday, whichever is longest. (MOAR 166-150-0060(2); OAR 410-141-3520(10)) Retention updated 10/29/2018
Child Assessment Referral Service (CARES) Clinical Records (MHAS4-003): Clinical records documenting assessment and short-term treatment of children in a family support setting. Through a contractual relationship, Legacy runs the CARES program and the county provides mental health staff. Records may include history of previous service, referrals, testing and evaluation reports, treatment plans, progress notes, correspondence, enrollment, legal records, permission to treat, medical assessment including laboratory and other tests, and related records.
Retention: 10 years after last service or until the 21st birthday, whichever is longest. (OAR 410-141-3520(10), formerly 2008-0011/006) Retention updated 7/13/2021
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
Early Childhood Mental Health Service Clinical Records (MHAS4-004): Documents mental health diagnostic services provided to children aged 1-4 in Multnomah County early childhood educational programs. Records may include treatment consents, information release consents, referrals, progress notes, physician's notes, mental health assessments, 90-day summary reports, psychological and psychiatric testing results, medical records, chart checklist, and supporting documentation.
Retention: 10 years after last service or until the 21st birthday, whichever is longest. (MOAR 166-150-0060(2); OAR 410-141-3520(10)) Retention updated 10/29/2018
Family Care Coordination Mental Health Services Case Records (MHAS4-010): Documents case management provided to seriously mentally ill children who receive in-home or foster care. Services provided may include out-patient treatment and residential services; crisis services; and coordination of regional and local in-patient service including commitment and discharge. Series may include records such as a history of previous service; referrals; testing and evaluation reports; treatment plans; progress notes; correspondence; enrollment, fee, and billing records; legal records; permission to treat; medical assessment including laboratory and other tests, emergency room services, and medication and prescription records; and school reports.
Retention: 10 years after last service or until the 21st birthday, whichever is longest. (MOAR 166-150-0060(2); OAR 410-141-3520(10)) Retention updated 10/29/2018
Hispanic Services Initiative (Bienestar) Mental Health Services Clinical Records (MHAS4-005): Clinical records documenting mental health assessment and treatment of Hispanic clients. The program is located at La Clinica and is sponsored by a federal Community Mental Health Services grant. Records may include history of previous service, referrals, testing and evaluation reports, correspondence, permission to treat, medical assessment including laboratory and other tests, and related records.
Retention: Retain 10 years after last service. (OAR 410-141-3520(10), formerly 2008-011/007) Retention updated 7/13/2021
Kaleidoscope Program Clinical Records (MHAS4-006): Clinical records documenting triage assessments for children referred by various sources (primarily Services to Children and Families and County Health clinics). Assessment is used to refer clients to appropriate mental health service. Records may include history of previous service, referrals, testing and evaluation reports, correspondence, permission to treat, medical assessment including laboratory and other tests, and related records. Program closed in 2004.
Retention: 10 years after last service or until the 21st birthday, whichever is longest. (OAR 410-141-3520(10), formerly 2008-0011/007) Retention updated 7/13/2021
School Mental Health Program Clinical Records (MHAS4-008): Clinical records documenting the mental health assessment and treatment of children in school-based clinics. The county provides these services under contract with school districts. Records may include history of previous service, referrals, testing and evaluation reports, treatment plans, progress notes, correspondence, enrollment, fee, and billing records, legal records, permission to treat, medical assessment including laboratory and other tests, emergency room services, and medication and prescription records, and school reports.
Retention: 10 years after last service or until the 21st birthday, whichever is longest. (MOAR 166-400-0060(25), OAR 410-141-3520(10)) Retention updated 7/13/2021
Utilization Review Records (MHAS4-009): Documents internal review of the effectiveness of program staff and functions. Records include sample of charts, peer reviews, review reports, minutes of utilization review committees, and related records.
Retention: Retain 2 years. (2008-0011/009)
Wraparound Review Committee Records (MHAS4-011): Documents related to committee member participation. Records document acknowledgement and understanding that information shared in committee meetings is confidential per HIPAA policies.
Retention: Retain 10 years. (Contract 143115-11; OAR 410-141-3520(10))