UNIVERSITY OF WISCONSIN River Falls

Student Health Center

UWSH100
Student Health Center Directors Correspondence

The record series includes all general correspondence of the Student Health Center Director. This may include statistical summaries, physician contracts and matters other than individual student health issues.

Retention Time Period
Original: Creation + 3 years, then destroy if not transferring to Archives.(Some institution's archives may consider the Director's general correspondence to have archival value. Each institution will need to make this determination.)

UWSH101
Student Health Center Administrative Subject Files

The series includes alphabetic topical files, operational policies and procedures and other issues that arise regarding the administration of the Student Health Center.

Retention Time Period
Original: Creation + 5 years then destroy if not transferring to Archives.(Some institutions may consider administrative files to have archival value. Each institution will need to make this determination.)

UWSH102
Student Health Center Annual Reports

The annual reports document all activities of the Student Health Center on a yearly basis.The report provides financial and statistical information, summaries, accomplishments and discussion of future goals.

Retention Time Period
Original: Creation + 1 year and transfer to University Archives.Copies: Destroy when no longer needed.General Records Schedule: Student Health Services6

UWSH103
Student Health Center Meeting Records

The record series includes meeting minutes, agendas and distribution materials of all committee and sub-committees created to assist in the management of the Student Health Center.

Retention Time Period
Original: Fiscal year + 3 years then destroy.(Some institutions archives may consider the meeting records tohave archival value. Each institution will need to make this determination.)
Copies: Destroy when no longer needed.

UWSH104
Student Health Services Health Insurance Records

These records include information on the health insurance plan products for students and the different type of information regarding coverage. Also included are enrollment options, types of waivers, payment options, COBRA coverage and foreign government billing and vendor accounting related to insurance plans.

Retention Time Period
Original: Creation + 5 years and then destroy confidentially.
Copies: Destroy when no longer needed.

UWSH105
Student Health Services Health Advisory Committee Records

The record series includes meeting minutes, agendas and distribution materials related to the work of the advisory committee which serves as a liaison with the Student Health Center as well as an advocate for health outreach programs to the campus community.Retention Time Period Original: Fiscal year + 3 years then destroy.Copies: Destroy when no longer needed.(Some institutions archives may consider the meeting records to have archival value. Each institution will need to make this determination.)General Records Schedule: Student Health Services7

UWSH106
Student Health Center Medical Records

The student medical files contain comprehensive information on each student who receives medical services at the Student Health Center. It may include, but is not limited Problem Lists, Face Sheets, visit notes, encounter notes, telephone notes, lab tests,radiology tests, mental health tests, other diagnostic tests, physical exams, outsiderecords, correspondence such as emails, messages, allergy injection records,immunization records, consent forms, WIR immunization reports, laboratory reports, T-BSkin Tests, progress notes, flow sheets, psychological reports, Billing records, notices ofprivacy practices and disclosures. Student Health records are kept according to FERPAconfidentiality requirements. These records are considered to be part of the designated setof health records and part of the legal health record guidelines which are center specific.

Retention Time Period
Original: Last semester of attendance + 10 years and then destroy confidentially.

UWSH107
Student Health Services Employee/Visitor Encounter record

This series contains medical information on each visitor who was treated for emergency or occasional treatment at the Student Health Center.Retention Time Period Original: Date of last encounter + 3 years and then destroy confidentially..UWSH108Student Instructional Camp Health Records (Non-Athletic)The records consist of health records and consent forms generated by the Student Health Center for all individuals attending UW System sponsored camps. These records may include individual and family histories, health questionnaires, physical examination results, and X-ray and laboratory reports as well as signed consent forms to allow for medical treatment and medicinal dispensing. This series does not apply to sports campsrecord series HRS129

Retention Time Period
Original: Last year of enrollment + 4 years unless participant is a minor,then records need to be kept until minor reaches age 18.Destroy confidentially.
Amendement for retention approved 3/2014 See last page.

UWSH109
Student Health Center Daily Log

The daily log includes the name of each patient, the name of the medical personnel attending the patient and the medical problem or treatment it may include procedures done in the laboratory which contain the patient's name, the name of the medical personnel, who attended the patient, and the prescribed treatment.

Retention Time Period
Original: Creation + 3 years and then destroy confidentially.

UWSH110
Student Health Center Appointment Schedules and Statistical Logs

The series includes a weekly schedule for each nurse and physician and the name of the patient seen. It also includes a log for laboratory tests and results, log of physician's appointments, which also includes the patient's name, diagnosis, laboratory work and treatment.

Retention Time Period
Original: Creation + 5 years and then destroy confidentially.

UWSH111
Student Health Center Visit and Coding Statistics

The records series includes appointments, schedules, physician information, coding,invoices, billings, patient accounts, reporting and payment posting.

Retention Time Period
Original: Creation + 7 years and then destroy confidentially.

UWSH112
Student Health History Form – Inactive Students

The record series contains health history forms completed by every student at the start of their enrollment. This series includes only those forms of students who never made an appointment at the Student Health Center. (The forms of students who have been seen as a patient at the Student Health Center are included in the Students Medical file covered under HRS106)

Retention Time Period
Original: Last semester of attendance + 5 years and then destroy confidentially.

UWSH113
Student Health Center Pharmacy Records

This series contains patient prescriptions for pharmaceuticals written by the medical staff of the Student Health Center for patients. The records include the type of medication, the dose and quantity of the medication, when the medication was dispensed and the name of the medical staff person who dispensed it.

Retention Time Period
Original: Date of last visit + 7 years and then destroy confidentially.

UWSH114
Student Health Center Laboratory Reports - Copies

This series includes copies of laboratory reports which include testing and their results completed on each patient at the Student Health Center. (Original Laboratory Reports are kept as part of the Students Medical Record – HRS106)

Retention Time Period
Copy: Creation + 3 years, destroy confidentially

UWSH115
Student Health Center Master Patient Index (MPI)

The record series contains a record of all patients who received care at the Student Health Center and contains the Patient's Medical Record Number, Patient's Legal Name, DOB,Gender, Race, Ethnicity, Address, Campus ID, Account #, Admission or Encounter date,Discharge or Departure date, Encounter or Service Type, Patient's disposition. Master Patient Index is the link in tracking patient, person, or member activity within an organization (or enterprise) and across patient care settings. The MPI identifies all patients who have been treated in a Facility or enterprise and lists the medical record or identification number associated with the name. An index can be maintained manually or as part of a computerized system

Retention Time Period
Original: Keep 75 years or Life of University Health Service, whichever is longer.

UWSH116
Student Health Center STD Case Records

The records series includes all materials which document a positive case of sexually transmitted disease (STD) on campus. The records may include test requisitions, test analytics reports, quality control analytics and other documentation required to verify the report.

Retention Time Period
Original: Send to the Wisconsin Department of Health and Family Services
Copies: Date of test + 3 years and then destroy confidentially
General Records Schedule: Student Health Services10

UWSH117
Student Health Center Quality Controls Records

Record series contains Student Health Center studies which are utilized to improve the quality of health care. They include, but are not limited to, quality studies, peer review and case review, risk management reports, satisfaction surveys and National College Health Assessments. It also includes a complaint form or surveys to be completed on optional bases by any patient. The form includes the date, nature of the complaint and a comment section. The staff person's name and the patients name are optional.

Retention Time Period
Original: Creation + 3 years then destroy confidentially.

UWSH118
Student Health Centers Service Program Records

The records series contains materials on various educational programs, reports and correspondence provided by the Student Health Center. This may include posters,circulars, contests and other preventive health care initiatives.

Retention Time Period
Original: Creation + 3 years and then destroy if not transferring to Archives.(Program material, however, on significant public health issues should be offered to University Archives. If questions arise the Student Health Directors should consult with their University Archivists, regarding what constitutes a significant public health issue.)
Copies: Destroy when no longer needed.