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Kansas Records Retention Schedules

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Agency Code: 264 (Department of Health and Environment)

Page 4 of 4 showing 15 records of 315 total, starting on record 301
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Agency Number: 264-005
Department of Health and Environment
Center for Health & Environmental Statistics
Vital Statistics

SERIES ID 0173-264 
TITLE Subject Files - Registration 
DESCRIPTION Variety of documents used to register birth, stillborn, divorce and annulment records which have occurred in Kansas. 
RETENTION Permanent 
COMMENTS Image records and retain permanently. Original paper copies are transferred to offsite storage and retained permanently. 
DISPOSITION Permanent 
RESTRICTIONS Portions per K.S.A. 65-2422 
APPROVED 2008-04-15 
K.A.R. NUMBER  

SERIES ID 0174-264 
TITLE Subject Files - Requests from SRS 
DESCRIPTION Requests from SRS for records which contain fees receipts, requests from SRS with no fees and awaiting receipt of fees, air-bill receipts, copies of vouchers, etc. 
RETENTION See Comments 
COMMENTS Retain for 1 year on pending receipts, the remainder retain 3 months, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

SERIES ID 0175-264 
TITLE Supervisory Files 
DESCRIPTION Variety of documents relating to supervisory activities including: memos, personnel files, training information, minutes, interview files, etc. 
RETENTION See Comments 
COMMENTS Retain personnel files 5 years after termination, then destroy. The remainder refer to general schedule or contact the archives for appraisal, if not accepted, destroy. 
DISPOSITION See Comments 
RESTRICTIONS KSA 45-221(a)(4) 
APPROVED 1990-04-19 
K.A.R. NUMBER 53-2-084 

Agency Number: 264-111
Department of Health and Environment
Division of Health Care Finance

This division initially began under the Department of Social and Rehabilitation Services and then became a separate agency, the Health Policy Authority, which also took over state self insurance duties from the Department of Administration. The KHPA became a sub-agency of KDHE in FY2012, as the Division of Health Care Finance.


SERIES ID 0002-264 
TITLE Aid to Counties - Audit Reports 
DESCRIPTION Reports of audits performed on local health agencies related to the Aid to Counties Program. 
RETENTION 007 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0003-264 
TITLE Aid to Counties Program Records 
DESCRIPTION Documents regarding various public health programs administered by local health departments, funded by federal grants, and monitored by KDHE: correspondence, reports, contracts, budgets, grants, and other related docuements. 
RETENTION 005 fisc yrs 
COMMENTS Contact State Archives for appraisal - if not accepted then destroy. Includes sub-series: Maternity-Infant Care, Maternal & Child Health, General Health Service, Miscellaneous Adult-Child Care, Dental, Migrant, Hyper-Tension Screening, & Family Planning. 
DISPOSITION See Comments 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0032-264 
TITLE Health Care Cost Study Records 
DESCRIPTION Wide variety of documents used to create periodic publication "Health Care Cost Flow Study": correspondence, reports, notes, statistics, and related documents. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 1988-07-14 
K.A.R. NUMBER 53-2-075 

SERIES ID 0155-039 
TITLE Health Care Finance Administration Files - Medicaid 
DESCRIPTION Correspondence, contracts, financial expenditures, estimated expenditures, and other documents relating to the financial management of the Medicaid program. 
RETENTION 007 fisc yrs 
COMMENTS
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0764-629 
TITLE Licensing Treatment Provider Files 
DESCRIPTION Site visit reports, licenses, complaints, Medicaid applications/approvals, waivers, and license applications for treatment providers. 
RETENTION 010 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2011-01-27  ; Revised 2015-08-07
K.A.R. NUMBER 53-2-166 

SERIES ID 0709-629 
TITLE Medicaid Financial Eligibility Files 
DESCRIPTION Documents relating to financial assessments on individuals to determine program eligibility. 
RETENTION 007 cldr yrs post determination 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(14)(30) and KSA 39-709B 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0422-629 
TITLE Medical Claim Files 
DESCRIPTION Claims filed by patient for payment of services by Medicaid. 
RETENTION 003 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0723-629 
TITLE Provider Fraud/Review Files 
DESCRIPTION Documents relating to home care provider contracts that are monitored to ensure compliance and accountability of the charges. 
RETENTION See Comments 
COMMENTS Retain in office 2 years, then transfer to the records center for 3 years, then destroy. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) 
APPROVED 1998-04-16 
K.A.R. NUMBER 53-2-115 

SERIES ID 0145-039 
TITLE Provider Rate Tables 
DESCRIPTION Documents detailing the provider rates for providers and facilities which participate in the Medicare and Medicaid reimbursement program. 
RETENTION 001 fisc yr 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0501-629 
TITLE Remittance Advice Reports 
DESCRIPTION Reports listing patients and their reimbursement status via MEDICAID for care given. 
RETENTION 005 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS None 
APPROVED 2013-05-13 
K.A.R. NUMBER 53-2-075 

SERIES ID 0687-629 
TITLE Utilization Review Forms 
DESCRIPTION Forms completed by Medicaid provider demonstrating the medical necessity for an individual patient's hospitalization and reviewed for Medicaid reimbursement to the hospital. 
RETENTION 007 fisc yrs post review closure. 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(1)(3)(30) and HIPAA Privacy Rule, 45 CFR Parts 160 and 164 
APPROVED 2015-08-12 
K.A.R. NUMBER 53-2-188 

SERIES ID 0355-629 
TITLE Utilization Review Reports 
DESCRIPTION Monthly report generated using the Utilization Review Forms and private review organizations and reviewed for Medicare/Medicaid funding purposes. 
RETENTION 007 fisc yrs 
DISPOSITION Destroy 
RESTRICTIONS KSA 45-221(a)(3) & KSA 65-5602 
APPROVED 2013-05-15 
K.A.R. NUMBER 53-2-125 
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