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13.MEP.9 |
Transportation of Case Records
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Type: Procedure
Category: QA/QI
Level: Community Care
Parties: Community Care employees and contractees
Printer Friendly Version: http://apps.comcareme.org/policymanual/default.aspx?code=13.MEP.9&nonav=yes
Supporting References:
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Parent |
Effective Date |
Approval Level |
Revision Dates |
Last Reviewed |
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N/A |
1-1-2004
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Management Team
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N/A |
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Related Document Code |
Related Document Name |
Type |
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9.ME.3 |
Risk Management |
Policy |
Procedure: nly employees of Community Care are permitted to transport entire client case records. When an entire case record is being transported it must be secured in a locked security bag or another locking protective container. Case records being transported from one office or residential facility to another, or to a closed file storage facility, must be recorded appropriately in the case record-tracking log that is available at each site. Case record transportation is permitted: -For internal or external quality assurance activities when centralized -For licensing audit reviews when centralized -For accreditation reviews when centralized -When routing closed case records -When meeting the requirements of a subpoena -When a client is transferred between areas or programs -When a case reopens and the case record is taken from closed record storage -When a client has requests in writing to review their case record in a location other than an office or residence and is approved by the privacy officer. Case records that are left unattended during transport must be secured in a vehicle and remain in the locked security bag or locked container. The opening of the secure bag or container is not permitted between Community Care offices or residential facilities except in situations that an entire record is subpoenaed or being viewed by a client in an alternate location.