Common use of RECORDS, RETENTION, REVIEW, ETC Clause in Contracts

RECORDS, RETENTION, REVIEW, ETC. A. Records and documents include, but are not limited to all physical and electronic records and documents originated or prepared pursuant to Contractor’s performance under this Agreement including working papers, reports, financial records and documents of account, beneficiary records, B. Contractor shall maintain adequate financial documentation relating to all services provided and claims made pursuant to this Agreement. These may include, but are not limited to, complete service and financial records, which clearly reflect the actual cost and related fees received for each type of service for which payment is claimed, audit work papers, patient eligibility determination, and the fees charged to and collected from patients. All financial records shall be retained by Contractor for a minimum of 10 years from the term end date of the State contract under which this contract is funded or in the event the County has been notified that an audit or investigation of the State contract, until such time as the matter under audit or investigation has been resolved, including the exhaustion of all legal remedies, whichever is later. County will notify the Contractor if such event occurs. C. If applicable, Contractor shall maintain adequate patient records for each client, in sufficient detail to permit an evaluation of services, which shall include, but not be limited to, the following: admission information, demographic information, consent for treatment, medical history, assessment and diagnostic studies, client plan, records of patient interviews, and records of all services provided. Such records shall also comply with all applicable Federal, State, and County record retention requirements. If applicable, Contractor shall comply with the Federal and State requirements as to maintaining electronic health records. County and Contractor will collaborate to provide patients with access to patient healthcare records in compliance with all applicable Federal, State, and County regulations D. All patient records shall be kept for whichever time period listed below is longer: 1. a minimum of 10 years from the term end date of the State contract under which this contract is funded or; 2. in the event the County has been notified that an audit or investigation of the State contract, until such time as the matter under audit or investigation has been resolved, including the exhaustion of all legal remedies, whichever is later. County will notify the Contractor if such event occurs; or 3. a minimum of 10 years from the patient’s date of discharge, if the patient is 18 years old or older when they are discharged; or

RECORDS, RETENTION, REVIEW, ETC. A. Records and documents include, but are not limited to all physical and electronic records and documents originated or prepared pursuant to Contractor’s performance under this Agreement including working papers, reports, financial records and documents of account, beneficiary records, B. Contractor shall maintain adequate financial documentation relating to all services provided and claims made pursuant to this Agreement. These may include, but are not limited to, complete service and financial records, which clearly reflect the actual cost and related fees received for each type of service for which payment is claimed, audit work papers, patient eligibility determination, and the fees charged to and collected from patients. All financial records shall be retained by Contractor for a minimum period of 10 five (5) years from the term end date of the State contract under which after final payment is made pursuant to this contract is funded Agreement or in the event the County has been notified that an audit or investigation of the State contract, until such time as the matter under audit or investigation has been all audits and any pending matters are completed and resolved, including the exhaustion of all legal remedies, whichever is later. County will notify the Contractor if such event occurs. C. B. If applicable, Contractor shall maintain adequate patient records for each client, in sufficient detail to permit an evaluation of services, which shall include, but not be limited to, the following: admission information, demographic information, consent for treatment, medical history, assessment and diagnostic studies, client plan, records of patient interviews, and records of all services provided. Additional requirements for an assessment, client plan, and progress notes are specified in the Quality Management Standards set forth in Exhibit B. Such records shall also comply with all applicable Federal, State, and County record retention requirements. If applicable, Contractor shall comply with the Federal and State requirements as to maintaining electronic health records. County and Contractor will collaborate to provide patients with access to patient healthcare records in compliance with all applicable Federal, State, and County regulations. D. C. All patient records shall be kept for whichever time period listed below is longer: 1. a minimum of 10 fifteen (15) years from the term end date of the State contract under which this contract is funded or; 2. in the event the County has been notified that an audit or investigation of the State contract, until such time as the matter under audit or investigation has been resolved, including the exhaustion of all legal remedies, whichever is later. County will notify the Contractor if such event occurs; or 3. a minimum of 10 years from the patient’s date of discharge, and, in the case of the discharge of minor patients, until the patient’s twenty-eighth (28th) birthday, whichever date is later. D. In the event that Contractor ceases to provide the services required by this agreement due to business closure, Contractor will contact County and make appropriate arrangements for transfer of care of the clients and for County to take possession of clinical records. Electronic health care records shall be made available to the County in an electronic format readable by the County. E. Contractor shall make all books, records, and facilities maintained by Contractor related to goods and/or services provided and claims made pursuant to this Agreement available for inspection, examination, and copying by the Director, and the County, State and/or Federal government, and their authorized representatives, at any time during normal business hours at Contractor’s place of business or at some other mutually agreeable location. Unannounced visits, and visits other than during regular business hours, may be made if justified by the patient is 18 years old circumstances, at the discretion of the County, State, or older when they are discharged; orFederal government. Employees who might reasonably have information related to such records may be interviewed. F. Any failure or refusal by Contractor to permit access to any facilities, books, records, or other information required to be provided to the County, State and/or the Federal government by this Agreement and/or the State Contracts shall constitute an express and immediate breach of this Agreement.

RECORDS, RETENTION, REVIEW, ETC. A. Records and documents include, but are not limited to all physical and electronic records and documents originated or prepared pursuant to Contractor’s performance under this Agreement including working papers, reports, financial records and documents of account, beneficiary records, B. Contractor shall maintain adequate financial documentation relating to all services provided and claims made pursuant to this Agreement. These may include, but are not limited to, complete service and financial records, which clearly reflect the actual cost and related fees received for each type of service for which payment is claimed, audit work papers, patient eligibility determination, and the fees charged to and collected from patients. All financial records shall be retained by Contractor for a minimum of 10 years from the term end date of the State contract under which this contract is funded or in the event the County has been notified that an audit or investigation of the State contract, until such time as the matter under audit or investigation has been resolved, including the exhaustion of all legal remedies, whichever is later. County will notify the Contractor if such event occurs.patient C. B. If applicable, Contractor shall maintain adequate patient records for each client, in sufficient detail to permit an evaluation of services, which shall include, but not be limited to, the following: admission information, demographic information, consent for treatment, medical history, assessment and diagnostic studies, client plan, records of patient interviews, and records of all services provided. Additional requirements for an assessment, client plan, and progress notes are specified in the Quality Management Standards set forth in Exhibit B. Such records shall also comply with all applicable Federal, State, and County record retention requirements. If applicable, Contractor shall comply with the Federal and State requirements as to maintaining electronic health records. County and Contractor will collaborate to provide patients with access to patient healthcare records in compliance with all applicable Federal, State, and County regulations. D. C. All patient records shall be kept for whichever time period listed below is longer: 1. a minimum of 10 fifteen (15) years from the term end date of the State contract under which this contract is funded or; 2. in the event the County has been notified that an audit or investigation of the State contract, until such time as the matter under audit or investigation has been resolved, including the exhaustion of all legal remedies, whichever is later. County will notify the Contractor if such event occurs; or 3. a minimum of 10 years from the patient’s date of discharge, and, in the case of the discharge of minor patients, until the patient’s twenty-eighth (28th) birthday, whichever date is later. D. In the event that Contractor ceases to provide the services required by this agreement due to business closure, Contractor will contact County and make appropriate arrangements for transfer of care of the clients and for County to take possession of clinical records. Electronic health care records shall be made available to the County in an electronic format readable by the County. E. Contractor shall make all books, records, and facilities maintained by Contractor related to goods and/or services provided and claims made pursuant to this Agreement available for inspection, examination, and copying by the Director, and the County, State and/or Federal government, and their authorized representatives, at any time during normal business hours at Contractor’s place of business or at some other mutually agreeable location. Unannounced visits, and visits other than during regular business hours, may be made if justified by the patient is 18 years old circumstances, at the discretion of the County, State, or older when they are discharged; orFederal government. Employees who might reasonably have information related to such records may be interviewed. F. Any failure or refusal by Contractor to permit access to any facilities, books, records, or other information required to be provided to the County, State and/or the Federal government by this Agreement and/or the State Contracts shall constitute an express and immediate breach of this Agreement.

RECORDS, RETENTION, REVIEW, ETC. A. Records and documents include, but are not limited to all physical and electronic records and documents originated or prepared pursuant to Contractor’s performance under this Agreement including working papers, reports, financial records and documents of account, beneficiary records, B. Contractor shall maintain adequate financial documentation relating to all services provided and claims made pursuant to this Agreement. These may include, but are not limited to, complete service and financial records, which clearly reflect the actual cost and related fees received for each type of service for which payment is claimed, audit work papers, patient eligibility determination, and the fees charged to and collected from patients. All financial records shall be retained by Contractor for a minimum of 10 years from the term end date of the State contract under which this contract is funded or in the event the County has been notified that an audit or investigation of the State contract, until such time as the matter under audit or investigation has been resolved, including the exhaustion of all legal remedies, whichever is later. County will notify the Contractor if such event occurs.financial C. B. If applicable, Contractor shall maintain adequate patient records for each client, in sufficient detail to permit an evaluation of services, which shall include, but not be limited to, the following: admission information, demographic information, consent for treatment, medical history, assessment and diagnostic studies, client plan, records of patient interviews, and records of all services provided. Additional requirements for an assessment, client plan, and progress notes are specified in the Quality Management Standards set forth in Exhibit B. Such records shall also comply with all applicable Federal, State, and County record retention requirements. If applicable, Contractor shall comply with the Federal and State requirements as to maintaining electronic health records. County and Contractor will collaborate to provide patients with access to patient healthcare records in compliance with all applicable Federal, State, and County regulations. D. C. All patient records shall be kept for whichever time period listed below is longer: 1. a minimum of 10 fifteen (15) years from the term end date of the State contract under which this contract is funded or; 2. in the event the County has been notified that an audit or investigation of the State contract, until such time as the matter under audit or investigation has been resolved, including the exhaustion of all legal remedies, whichever is later. County will notify the Contractor if such event occurs; or 3. a minimum of 10 years from the patient’s date of discharge, and, in the case of the discharge of minor patients, until the patient’s twenty-eighth (28th) birthday, whichever date is later. D. In the event that Contractor ceases to provide the services required by this agreement due to business closure, Contractor will contact County and make appropriate arrangements for transfer of care of the clients and for County to take possession of clinical records. Electronic health care records shall be made available to the County in an electronic format readable by the County. E. Contractor shall make all books, records, and facilities maintained by Contractor related to goods and/or services provided and claims made pursuant to this Agreement available for inspection, examination, and copying by the Director, and the County, State and/or Federal government, and their authorized representatives, at any time during normal business hours at Contractor’s place of business or at some other mutually agreeable location. Unannounced visits, and visits other than during regular business hours, may be made if justified by the patient is 18 years old circumstances, at the discretion of the County, State, or older when they are discharged; orFederal government. Employees who might reasonably have information related to such records may be interviewed. F. Any failure or refusal by Contractor to permit access to any facilities, books, records, or other information required to be provided to the County, State and/or the Federal government by this Agreement and/or the State Contracts shall constitute an express and immediate breach of this Agreement.

RECORDS, RETENTION, REVIEW, ETC. A. Records and documents include, but are not limited to all physical and electronic records and documents originated or prepared pursuant to Contractor’s performance under this Agreement including working papers, reports, financial records and documents of account, beneficiary records,, prescription files, subcontracts, and any other documentation pertaining to covered services and other related services for clients. B. Contractor shall maintain adequate financial documentation relating to all services provided and claims made pursuant to this Agreement. These may include, but are not limited to, complete service and financial records, which clearly reflect the actual cost and related fees received for each type of service for which payment is claimed, audit work papers, patient eligibility determination, and the fees charged to and collected from patients. All financial records shall be retained by Contractor for a minimum of 10 years from the term end date of the State contract under which this contract is funded or in the event the County has been notified that an audit or investigation of the State contract, until such time as the matter under audit or investigation has been resolved, including the exhaustion of all legal remedies, whichever is later. County will notify the Contractor if such event occurs. Contractor shall comply with the Federal and State requirements as to retaining financial records. C. If applicable, Contractor shall maintain adequate patient records for each client, in sufficient detail to permit an evaluation of services, which shall include, but not be limited to, the following: admission information, demographic information, consent for treatment, medical history, assessment and diagnostic studies, client plan, records of patient interviews, and records of all services provided. Additional requirements for an assessment, client plan, and progress notes are specified in the Quality Management Standards set forth in Exhibit B. Such records shall also comply with all applicable Federal, State, and County record retention requirements. If applicable, Contractor shall comply with the Federal Federal, State and State County requirements as to maintaining electronic health records. County and Contractor will collaborate to provide patients with access to patient healthcare records in compliance with all applicable Federal, State, and County regulations. D. All patient records shall be kept for whichever time period listed below is longer: 1. a minimum of 10 years from the term end date of the State contract under which this contract is funded or; 2. in the event the County has been notified that an audit or investigation of the State contract, until such time as the matter under audit or investigation has been resolved, including the exhaustion of all legal remedies, whichever is later. County will notify the Contractor if such event occurs; or 3. a minimum of 10 years from the patient’s date of discharge, if the patient is 18 years old or older when they are discharged; or

RECORDS, RETENTION, REVIEW, ETC. A. Records and documents include, but are not limited to all physical and electronic records and documents originated or prepared pursuant to Contractor’s performance under this Agreement including working papers, reports, financial records and documents of account, beneficiary records,, prescription files, subcontracts, and any other documentation pertaining to B. Contractor shall maintain adequate financial documentation relating to all services provided and claims made pursuant to this Agreement. These may include, but are not limited to, complete service and financial records, which clearly reflect the actual cost and related fees received for each type of service for which payment is claimed, audit work papers, patient eligibility determination, and the fees charged to and collected from patients. All financial records shall be retained by Contractor for a minimum of 10 years from the term end date of the State contract under which this contract is funded or in the event the County has been notified that an audit or investigation of the State contract, until such time as the matter under audit or investigation has been resolved, including the exhaustion of all legal remedies, whichever is later. County will notify the Contractor if such event occurs. Contractor shall comply with the Federal and State requirements as to retaining financial records. C. If applicable, Contractor shall maintain adequate patient records for each client, in sufficient detail to permit an evaluation of services, which shall include, but not be limited to, the following: admission information, demographic information, consent for treatment, medical history, assessment and diagnostic studies, client plan, records of patient interviews, and records of all services provided. Additional requirements for an assessment, client plan, and progress notes are specified in the Quality Management Standards set forth in Exhibit B. Such records shall also comply with all applicable Federal, State, and County record retention requirements. If applicable, Contractor shall comply with the Federal Federal, State and State County requirements as to maintaining electronic health records. County and Contractor will collaborate to provide patients with access to patient healthcare records in compliance with all applicable Federal, State, and County regulations. D. All patient records shall be kept for whichever time period listed below is longer: 1. a minimum of 10 years from the term end date of the State contract under which this contract is funded or; 2. in the event the County has been notified that an audit or investigation of the State contract, until such time as the matter under audit or investigation has been resolved, including the exhaustion of all legal remedies, whichever is later. County will notify the Contractor if such event occurs; or 3. a minimum of 10 years from the patient’s date of discharge, if the patient is 18 years old or older when they are discharged; or

RECORDS, RETENTION, REVIEW, ETC. A. Records and documents include, but are not limited to all physical and electronic records and documents originated or prepared pursuant to Contractor’s performance under this Agreement including working papers, reports, financial records and documents of account, beneficiary records, B. Contractor shall maintain adequate financial documentation relating to all services provided and claims made pursuant to this Agreement. These may include, but are not limited to, complete service and financial records, which clearly reflect the actual cost and related fees received for each type of service for which payment is claimed, audit work papers, patient eligibility determination, and the fees charged to and collected from patients. All financial records shall be retained by Contractor for a minimum of 10 years from the term end date of the State contract under which this contract is funded or in the event the County has been notified that an audit or investigation of the State contract, until such time as the matter under audit or investigation has been resolved, including the exhaustion of all legal remedies, whichever is later. County will notify the Contractor if such event occurs.financial C. B. If applicable, Contractor shall maintain adequate patient records for each client, in sufficient detail to permit an evaluation of services, which shall include, but not be limited to, the following: admission information, demographic information, consent for treatment, medical history, assessment and diagnostic studies, client plan, records of patient interviews, and records of all services provided. Such records shall also comply with all applicable Federal, State, and County record retention requirements. If applicable, Contractor shall comply with the Federal and State requirements as to maintaining electronic health records. County . C. Contractor and Contractor will collaborate to any subcontractors who provide patients treatment services must comply with access to patient healthcare records in compliance with all applicable Federal, State, and County regulations D. the following record retention requirements: All patient records shall be kept for whichever time period listed below is longer: 1. a minimum of 10 fifteen (15) years from the term end date of the State contract under which this contract is funded or; 2. in the event the County has been notified that an audit or investigation of the State contract, until such time as the matter under audit or investigation has been resolved, including the exhaustion of all legal remedies, whichever is later. County will notify the Contractor if such event occurs; or 3. a minimum of 10 years from the patient’s date of discharge, and, in the case of the discharge of minor patients, until the patient’s twenty-eighth (28th) birthday, whichever date is later. D. In the event that Contractor ceases to provide the services required by this agreement due to business closure, Contractor will contact County and make appropriate arrangements for transfer of care of the clients and for County to take possession of clinical records. Electronic health care records shall be made available to the County in an electronic format readable by the County. E. Contractor shall make all books, records, and facilities maintained by Contractor related to goods and/or services provided and claims made pursuant to this Agreement available for inspection, examination, and copying by the Director, and the County, State and/or Federal government, and their authorized representatives, at any time during normal business hours at Contractor’s place of business or at some other mutually agreeable location. Unannounced visits, and visits other than during regular business hours, may be made if justified by the patient is 18 years old circumstances, at the discretion of the County, State, or older when they are discharged; orFederal government. Employees who might reasonably have information related to such records may be interviewed. F. Any failure or refusal by Contractor to permit access to any facilities, books, records, or other information required to be provided to the County, State and/or the Federal government by this Agreement and/or the State Contracts shall constitute an express and immediate breach of this Agreement.

RECORDS, RETENTION, REVIEW, ETC. A. Records and documents include, but are not limited to all physical and electronic records and documents originated or prepared pursuant to Contractor’s performance under this Agreement including working papers, reports, financial records and documents of account, beneficiary records, B. Contractor shall maintain adequate financial documentation relating to all services provided and claims made pursuant to this Agreement. These may include, but are not limited to, complete service and financial records, which clearly reflect the actual cost and related fees received for each type of service for which payment is claimed, audit work papers, patient eligibility determination, and the fees charged to and collected from patients. All financial records shall be retained by Contractor for a minimum period of 10 five (5) years from the term end date of the State contract under which after final payment is made pursuant to this contract is funded Agreement or in the event the County has been notified that an audit or investigation of the State contract, until such time as the matter under audit or investigation has been all audits and any pending matters are completed and resolved, including the exhaustion of all legal remedies, whichever is later. County will notify the Contractor if such event occurs. C. B. If applicable, Contractor shall maintain adequate patient records for each client, in sufficient detail to permit an evaluation of services, which shall include, but not be limited to, the following: admission information, demographic information, consent for treatment, medical history, assessment and diagnostic studies, client plan, records of patient interviews, and records of all services provided. . Such records shall also comply with all applicable Federal, State, and County record retention requirements. If applicable, Contractor shall comply with the Federal and State requirements as to maintaining electronic health records. County and Contractor will collaborate to provide patients with access to patient healthcare records in compliance with all applicable Federal, State, and County regulations. D. C. All patient records shall be kept for whichever time period listed below is longer: 1. a minimum of 10 fifteen (15) years from the term end date of the State contract under which this contract is funded or; 2. in the event the County has been notified that an audit or investigation of the State contract, until such time as the matter under audit or investigation has been resolved, including the exhaustion of all legal remedies, whichever is later. County will notify the Contractor if such event occurs; or 3. a minimum of 10 years from the patient’s date of discharge, and, in the case of the discharge of minor patients, until the patient’s twenty-eighth (28th) birthday, whichever date is later. D. In the event that Contractor ceases to provide the services required by this agreement due to business closure, Contractor will contact County and make appropriate arrangements for transfer of care of the clients and for County to take possession of clinical records. Electronic health care records shall be made available to the County in an electronic format readable by the County. E. Contractor shall make all books, records, and facilities maintained by Contractor related to goods and/or services provided and claims made pursuant to this Agreement available for inspection, examination, and copying by the Director, and the County, State and/or Federal government, and their authorized representatives, at any time during normal business hours at Contractor’s place of business or at some other mutually agreeable location. Unannounced visits, and visits other than during regular business hours, may be made if justified by the patient is 18 years old circumstances, at the discretion of the County, State, or older when they are discharged; orFederal government. Employees who might reasonably have information related to such records may be interviewed. F. Any failure or refusal by Contractor to permit access to any facilities, books, records, or other information required to be provided to the County, State and/or the Federal government by this Agreement and/or the State Contracts shall constitute an express and immediate breach of this Agreement.