048-1 Wyo. Code R. § 1-16

Current through April 27, 2019

Section 1-16 - Maintenance of Records

The Grantee must maintain a record of each Client for the Wyoming Home Services program. All Client records relating to the program are subject to state, local and federal privacy and security regulations.

(a) Documentation. The Grantee shall ensure that the program maintains an adequate system of record keeping to comply with these rules.

(b) The record must include but is not limited to the following:

• (i) All eligibility and evaluation material;

• (ii) Signed copy of the Division's Client's rights and grievance procedure;

• (iii) Documentation of all Client related contact; and,

• (iv) Disposition of referral, Service Plans, termination and all other documentation pertinent to the Client's care.

(c) Upon written consent from the Client or legal representative, Client records shall be shared with other facilities/agencies upon referral or termination.

(d) All Client files required by these rules shall be kept in a locked cabinet or area and retained by the Grantee at least six (6) years after Client termination date.

(e) All records, case files and other forms of documentation pertinent to the Wyoming Home Services Program are considered property of the Grantee and subject to protections under state and federal law as of the effective date of this rule. The State of Wyoming shall have access to documentation pertinent to the Wyoming Home Services Program for purposes including but not limited to audit, quality assurance, program transfer and complaint reviews. The Grantee shall fully cooperate with any requests made by the Division for records.

• (i) In the event a program should close, or transfer from one Grantee to another, the Division shall arrange for the transfer of all program records to the appropriate Grantee.

• (ii) Case records shall be sealed and confidentially maintained, should the change in record custody be necessary.

048-1 Wyo. Code R. § 1-16

Adopted, Eff. 5/17/2016.