School of Dentistry General Records Retention Schedule
Clinic Operations
UW-DS 1
August 2007 (Printer version
here)
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Clinic Appointment Calendars: Provides record of patient
appointments. May now be found in CMS (or current database).
Official Copy: Any Clinic
Retention: 6 years after end of calendar year
Disposition Method Shred
Clinic Schedules: Tracks student and faculty assignment to
individual clinics and provides clinic coverage information. May act as
attendance record of students assigned to the clinic.
Official Copy: Any Clinic
Retention: Until end of quarter
Disposition Method: Shred
Daily Script Journal: An auditable summary of prescriptions filed
each day, listed by drug and by prescribing doctor. Signed by the day's
attending pharmacist. Maintained as per RCW 69.41.042.
Official Copy: Any Clinic
Retention: 6 years after end of calendar year
Disposition Method: Shred
Gold Log: Provides a record of all gold dispensed to students.
Includes student name, patient name, date and amount of gold used in
procedure.
Official Copy: Any Clinic
Retention: 6 years after end of fiscal year
Disposition Method Shred
Gold Slips: Provides a record of gold inventory and amount of
gold used in dental procedures.
Official Copy: Any Clinic
Retention: 6 years after end of fiscal year
Disposition Method: Shred
Patient Charts: Provides complete documentation of examination,
diagnosis and treatment for each patient receiving dental care including:
periodontal, orthodontal, oral surgery, endodontic treatment, or
procedures such as dental implants which require long term tracking.
Charts may include: Chart Routing Record, X-Rays logs, Admitting Record,
Dental Insurance Questionnaire, Problem and Treatment Lists and Plans,
Progress Notes/Treatment Record (UW-D-3), Health History Questionnaire,
Fees Statement, Request for Radiographic Examination, etc.
Official Copy: Clinical Services: Patient Records
Retention: 30 years after last patient contact
Disposition Method: Shred
Other Copy: Any Clinic sending patient charts to Clinical
Services: Patient Records
Retention: Send to Clinical Services: Patient Records after
last contact with patient
Patient Screening Records-- Not Accepted Provides a record of
questionnaires or preliminary screening examinations of patients not
accepted for admittance to a clinic. May include Admitting Report, Health
History Questionnaire, and Progress Notes. Screening records of accepted
patients become part of Patient Chart.
Official Copy: Any Clinic
Retention: 1 year after patient not accepted
Disposition Method: Shred
Prescription Records: Provides record of each dispensed x-ray,
prescription drug, set of dentures, etc. Maintained as per RCW
69.41.042.
Official Copy: Any Clinic
Retention: 6 years after end of calendar year
Disposition Method: Shred
Official Copy: Restorative Dentistry and Prosthodontics- Lab Work
Request Form
Retention: 6 years after end of calendar year
Disposition Method: Shred
Request for Radiographic Examination: This form is a request for an
x-ray to be performed on a patient.
Official Copy: Any Clinic
Retention:File in Patient Chart once the x-ray is taken
Treatment Contracts: Contract outlining the treatment plan between
the patient and clinician. Includes correspondence regarding treatment,
payment plans, any notes, and all amendments to the contract.
Official Copy: Any Clinic
Retention: 6 years after termination of contract
Disposition Method: Shred
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