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Oklahoma Administrative Code (Last Updated: March 11, 2021) |
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TITLE 450. Department of Mental Health and Substance Abuse Services |
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Chapter 65. Standards and Criteria for Gambling Treatment Programs |
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Subchapter 3. Gambling Treatment Services and Documentation |
SECTION 450:65-3-11. Consumer record system
Latest version.
- (a) Each CGAT program shall maintain an organized system for the content, confidentiality, storage retention and disposition of consumer case records.(b) The CGAT program shall have written policy and procedures concerning consumer records which define required documentation within the case record.(c) Consumer records shall be contained within equipment which shall be maintained under locked and secure measures.(d) The facility shall maintain identification and filing systems which enable prompt record location and accessibility by treatment professionals.(e) Consumer records shall be maintained in the facility where the individual is being treated or served. In the case of temporary office space and in-home treatment services, records may be maintained in the main (permanent) office and transported in secured lock boxes or vehicle trunks to and from temporary offices and homes, when necessary. Consumer records may be permanently maintained at the facility's administrative offices; however, a working copy of the consumer record for the purposes of documentation and review of services provided must be maintained at the site in which the consumer is receiving treatment.(f) Each facility shall have written policies and procedure which:(1) Limit access to consumer records to persons with a need to know.(2) Require consumer records be stored under lock and key.(3) With regard to closed consumer records, require:(A) Confidential storage under lock and key;(B) A stated period of retention; and(C) Records disposition and destruction under confidential conditions.(g) EXCEPTION: With regard to 450:65-3-11 (f)(3)(B), facilities operated by ODMHSAS shall comply with the provisions of the Records Disposition Schedule for said facility as approved by the Oklahoma Archives and Records Commission [67 O.S. § 305 and OAC 60:1-1-2].(h) Compliance with 450:65-3-11 may be determined by a review of:(1) policy and procedures;(2) treatment records;(3) performance improvement guidelines;(4) interviews with staff; and(5) other facility documentation.